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hello everyone we are so so excited to uh do this training with you guys today one very excited to offer it to you in a recording so that you can watch it at your leisure also incredibly excited with the content today because it is all going to be process enhancements to make your life easier when we are doing contracts so i'm danielle jackson i'm your contracts administrator also program specialists for strategic operations and we will dive right in so today we'll go over our current process overview we'll talk about what is not changing we'll talk about what is changing and then we will go into an overview of our brand new resources which is going to be one our vendor contracts template bank and two our contracts ticketing system and then we'll do a run through of how we're going to execute the contracts moving forward so our objective today incredibly short and sweet and it is saving you our property leaders some time in the contract review and execution process so many of you were with us back in june when we originally lost uh launched our new contracts process we launched then a brand new vendor contracts sop a contracts toolkit with many many resources to you on sharepoint we also incorporated a monthly contract log submission we added our davidson addendum to services agreement and we incorporated our subject matter expert table still located in section 1.1 of your vendor contracts sop so we will talk now about the exciting stuff in my opinion which is what is not changing you guys have already learned this process and done such an incredible job so it's exciting to talk about what's staying the same that is going to be our process leaders and roles general managers still authorizing executing those contracts making sure all the review and requirements are met controllers still responsible for ensuring the contracts are accurately updated recorded and maintained through your property folder on operational correspondence our contracts toolkit is still going to be an excellent resource to you guys it's only expanding with even more resources and tools our davidson official addendum to services agreement is still going to continue to be an excellent excellent resource for you guys what we will talk about today though is just better measures of use when will we use it when shouldn't we use it just to further expedite the process for you guys you will still continue to have my favorite your vendor contracts one pager which is filled with excellent information for you guys in those preliminary steps of uh negotiation to proactively send to vendors to grab your um important and crucial contract information also your correct legal entity signature block so on and so forth and then your vendor contracts log sharepoint contract folder record keeping will also be remaining the same however today we won't really be reviewing any of those aspects it'll all just be the contract execution side of things so now what is changing so we've added um as you guys have seen through email communications um back a few months ago some really detailed enhancements to that sme table for you guys we are incorporating the contracts ticketing system as mentioned we're adding a vendor contracts template bank and we'll soon be incorporating bi-weekly contract office hours just a quick opportunity for you to hop on ask any contact questions that you have so really nothing is actually changing we're just adding a lot of new and improved resources for you guys so we're really really excited so jumping in to a quick overview for our sme these wonderful individuals have been a great aide in doing business reviews technical reviews and just assisting to make sure that we're making really good decisions from a property scope when we are executing contracts so just a moment of highlight for them and another mention of how much we've worked to further detail out that table for you guys we will continue to execute that as we have before so now we'll jump into resource number one that we've added and that is your vendor contracts template bank so this is going to be available to you in your contracts toolkit and these this template bank will offer legal negotiated and pre-approved templates for you guys to access with our common vendors so cover pages on each of these templates will be provided as well so that you know as you can see in picture right step one through four of what exactly you need to do to utilize this template it'll also let you know any um specific sme that you need to run it by it's just a really great opportunity to expedite that process for you so these are a couple of the completed templates that you'll find as of today available in your contracts toolkit and these are a couple other of the big names that we are working on negotiating those templates so a lot of benefit to this in that you know you're gonna have the opportunity for potential preferred pricing incentives rebates it's also giving our gm's more independence and ownership of that contract process and expediting the process for you know implementation of systems quickly and efficiently so jumping in this is more of a precursor to our next awesome resource if you guys remember we circulated this pre-contract checklist back in september for you guys and probably drove you crazy in that we were asking all these questions for any contracts that you sent over um to be able to execute those contracts for you quicker so it really is a lot of great information that helps us to expedite the legal uh process as well as any business reviews so moving forward this will all be made available to you in a ticketing system so while there are quite a few questions um they are very easy easy drop downs we made sure to make it a very foolproof uh formula so that you could just boom boom boom check off what you need and while many of their fields are actually required there's a lot of option for an other or an n a so that you don't have to necessarily answer the questions that are applicable to you so the more information that we do receive up front the faster of course we can expedite those contracts so last thing to note about this is this is the same exact ticketing platform that you're used to with our marketing team so you you've probably seen it it's very easy um to move and we're really excited to incorporate that so quickly here to run through a couple of the fields you'll have a subject name we should always always be using our building code underscore vendor name underscore agreement name if that's applicable and then dating it in this format so that it's easier for us to keep up with but also easier for you guys when it comes to execution and being able to save and record the contract copy so just a quick example of vendor name and agreement name that won't be applicable for all vendors but using centos who has many many many things as an example we would say then your name is centos agreement type or agreement name is fire fire alarms fire system so in those cases where applicable here's where you will drop in your contract copy in any related documents we should always always have those attached also if there is any information that you need to um add to the contract that falls outside of these questions you can quickly drop that in as well you'll have of course your opportunity for property select your property it's been listed out with your building code and then on the contract urgency please be transparent if the contract is less urgent please note it to us if it's something that you're working on for two or three weeks out note that so we can work on our other properties who may have the occasional fire again here just as our contract inbox always anticipate a one to two business day for that initial response great opportunity here for purpose benefits this will help our corporate disciplines as well as legal understand while we're negotiating the contract this sme reviewer drop down has been mirrored in the exact format of your sme table in section 1.1 of sop for your convenience vendor markup this is a great opportunity for you to note um whether or not an addendum has been marked up for us to review it for from a legal aspect on that front and then lastly we want to know whether or not the agreement has met those hma requirements so is the owner approval required if no the answer is no if yes there's just a quick option to say yes it does exceed this or that but we will be adding in that ownership approval so now we will quickly jump through the contract execution process now that we have these two resources and we know how they work we'll jump through this piece so step one we should always always be checking to see if there's a template available in that template bank of our contracts toolkit always step one if yes follow the instructions on the template cover sheet and move forward step two much like our previous process we need to ensure whether or not the vendor is listed on the my avengers sheet in the property contract folder if yes we'll do the same steps as before and we'll contact um our avenger rep give them the discount code so on and so forth if no then we are going to boom hit our basic compliant checks these are the same pre-steps as our previous sop flow chart so none of this has changed these are all the same requirements and as a note much of this information is available to you on your vendor contracts one pager so that is located specific to your property in your property contracts folder so moving on the way that we've chosen to break this down and the reason that we have done this is because we realize that addendum davidson official services addendum was excellent in a lot of cases but where we did see our vendors most commonly give um negative or not really negative but where they kind of did not just sign it right away were the bigger contracts that are listed on that sme table so that being said the way that we've broke down this process is now you're gonna check your sme table which again is located in your vendor contracts sop it's been much more detailed out for you and then if the agreement does fall on the table then boom you are going to go straight into the ticketing system and then the contract will be processed in that way so if it does not fall on the sme table we will then incorporate the davidson addendum to services agreement also still located in the contracts toolkit for you so we are moving forward with the addendum if one there was no template bank if two it was not on avendra and if three it was not on our sme table we will proactively send the davidson official addendum if the vendor signs it with absolutely no markup boom just as we have in the past the gm will execute for final signature if the vendor does provide markup feedback then we are going straight into the ticketing system as we looked earlier we are selecting all of our pre-contract information letting us know what the contracts for what when you know what we're looking to do with it and then we're going to note that this is vendor vendor markup feedback for the addendum in that ticketing system once we've stifled everything that we need to do the bottom step is the same as it as it was before gm is going to sign the x or sign the contract and then by signing of course we're acknowledging that we have read and approved the contract terms it meets hma so on and so forth and then all the above scenarios have been um noted so quick note on these things over to your right all these contracts again or in your all these resources excuse me are in your contracts toolkit and this new flow chart has been made available to you in your v2 vendor contracts sop which also is in your tool kit and will have been circulated with this training so action items we are completing that training recording obviously if you have made it to this point you've already checked that off the box so week of two one we will be holding two optional office hours for any questions that might have come up throughout this particular training we'll want to keep it concise too any questions regarding our new process enhancements and then moving forward starting february the 9th at 3 pm every other tuesday we will hold a 30 minute office hours for any related contract questions that you guys may have and we'll carry this on throughout the next few months so that is all guys thank you so much for taking some time out of your day to listen to this we are so incredibly excited to get further enhancements to make your life a little bit easier in the contracts realm so as always do not hesitate to reach out if you have any questions and we will look forward to connecting with you during our office hours very soon