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Glossary of Novatus Terms

term NOVATUS DEFINITION

Acquisition Wizard

A system-generated tool that steps a user through the process of having one company acquire another company. The wizard will assign all selected information to the acquiring company (e.g., contracts, events, people, etc.).

Active (Contract)

One of the statuses that can be assigned to the contract(s) stored in a Contract Profile. Generally, an Active status means that the contract has been executed and is enforceable, as opposed to being Inactive, Expired, or In Process.

Active (Company)

One of the statuses that can be assigned to the company represented by a Company Profile. Generally, an Active status means that the company is engaged in active business with one or more legal entities, as opposed to being Inactive, or not currently conducting business.

Additional Fields

Administrator-defined fields that can be added to the default Company, Contract, or Project profile screen.

Address Book (People)

Defines the "form" of the contract (e.g., Master, Individual, Schedule, Purchase Order, Statement of Work, Amendment). Master and Individual agreements are standalone documents since they are enforceable on their own and do not require any supporting documents. Standalone agreements usually start with the words "This Agreement . . . " and do not include any incorporated agreements, such as Schedules, Purchase Orders, or Statements of Work. Incorporated agreements are ones that cannot stand on their own and must be attached to a Master or Individual agreement. For example, an incorporated agreement might start with the words "This Schedule is incorporated into and is a part of Master Agreement."

Administrator

Process by which Administrators can archive Company Profiles and Contract Profiles into a secure storage area.

Auto-Renewal, Auto-Advance

An automatically-renewing contract where the Novatus system advances the current contract expiration date to the next renewal date and sets up new event alerts.

Auto-Renewal, Manual Advance

An automatically-renewing contract where a user must change the current contract expiration date to the next renewal date and set up new event alerts.

Audit Trail

A recorded history of changes made to the basic information in a Contract, Company, or Project Profile screen, as well as changes made to the data stored in the profile (e.g., people, addresses, and additional forms).

Automated Triggers

Changes in the system data that trigger action/notices from Novatus Contracts (e.g., volume triggers send a notice when a dollar threshold has been reached).

Browse Screen

Program screen that displays a list of data records, such as a list of the companies or contracts stored in Novatus Contracts. Users can control the number of records that display by filtering the records by status or some other criteria. Users can also filter the display by adding/removing columns of data so that only relevant fields are displayed in the browse screen.

Clause Library

Repository for alternative contract language clauses, which is available to all users from their My Place menu.

Company

Typically, a company is the "other party" in your company's contractual agreements in Novatus Contracts. The other party to a contract can be a vendor (buy-side contract) or a customer (sell-side contract). A company also refers to your company's legal entities for organizations that enter into inter-company contracts (i.e., legal entities sign contracts with or among internal divisions or subsidiaries).

Company Locations

Linked section in a Company Profile used to add additional company locations. Location information includes not only the address, but the location type, such as a Regional Office or Storage Facility.

Company Group

Field in a Company Profile that is used to limit access to all companies in that group for security reasons. Company groups are defined first, and then users are given permissions to the data and documents in specific company groups. If a user does not have access to a company group, they will not be able to access any Company Profiles in that group or any of the company's contracts. Access to company groups is assigned to individual users via their role(s) in Novatus Contracts.

Company Profile

Primary data screen used to capture key company information, which includes both default fields and Administrator-defined additional fields. The Profile also contains links to additional company information, including Contracts, People, Additional Names, Relationships, Locations, Tasks, Documents, Events, Messaging, Scorecards, Projects, Additional Forms, and History.

Contract

A document that legally binds at least two legal entities. A contract can include purchase orders, schedules, exhibits, attachments, and other documents.

Contract Addresses

Linked section in a Contract Profile that allows users to add additional address for a contract and specify them by type. Address types can include a notice address, billing address, and shipping address.

Contract Family

A group of incorporated and/or related contracts stored in a Company Profile.

Contract Family Tree

An expandable/collapsible hierarchy of a contract family viewable in a Contract Profile.

Contract Group

Field in a Contract Profile that is used to limit access to all contracts in that group for security reasons. Contract groups are defined first, and then users are given permissions to the data and documents in specific contract groups. If a user does not have access to a contract group, they will not be able to view any of the contracts in that group from the Company Profile. Access to contract groups is assigned to individual users via their role(s) in Novatus.

Contract Profile

Primary data screen used to capture key contract information, which includes both default fields and Administrator-defined additional fields. The Profile also contains links to additional information for the contract, including Contract Family, Documents, Events, Messaging, Tasks, Document Packages, Payments, People, Addresses, Products, Scorecards, Projects, Additional Forms, and History.

Contract Responsibilities

Contract feature that allows people to be assigned to duties relating to the negotiation, management, or enforcement of a contract. A contract responsibility can be associated with one or more user functions, as well as one or more user types (i.e., Program User, Company Contact, External Participant, or Legal Entity Person). The functions that people are able to perform in Novatus Contracts are defined in their User Profile.

Contract Creation Templates

The MS Word documents that Administrators format and then map to Novatus program fields in order to create the templates that are used to create contracts in Novatus.

Contract Term Type

A category that identifies both the timeframe during which a contract is active and enforceable, and the method used to renew or inactivate the contract in Novatus Contracts. See Auto Renewal - Auto Advance, Auto Renewal - Manual Advance, Fixed - Auto Inactivate, Fixed - Manual Inactivate, Perpetual, and Coterminous.

Contract Type

Field in a Contract Profile that defines the type of deal being transacted (e.g., License). Frequently, the agreement will identify the contract type in the body of the document (e.g., "This Master Software License Agreement" where "Master" is the Agreement Type and “Software License” is the Contract Type). Novatus supports a five-level hierarchy, so a Software License Agreement might be divided into Level 1 - Software, and Level 2 could be Desktop, Server, Mainframe, etc.

Coterminous

A term type used exclusively for the incorporated (child) contract of a root (parent) contract. When this term type is selected in an Incorporated Contract Profile, the Novatus system automatically populates all the fields in the Term & Renewal section with the data captured for the root contract, including contract status.

Dashboard

Home Page of Novatus Contracts, which can be used to display linked data via portlets.

Direct Editing

Feature that allows a MS Word document to be edited in Novatus Contracts and automatically saved as the next document revision.

Document Package

One or more documents that are shared and edited by the members of a document package team, which is formed for the express purpose of performing a specific contract-related task, such as negotiating a contract.

Documents

Electronic files that are uploaded and stored in the Documents section of a Company, Contract, or Project Profile. Documents can include files of any document type, including MS Word documents, PDF files, and Excel spreadsheets.

DocuSign

An external application that works in conjunction with Novatus Contracts to facilitate the electronic signing of documents. Documents are prepared for electronic signature using the eSignature Package Wizard in Novatus, electronically signed in the DocuSign cloud, and then managed in Novatus

Dynamic Forms

Administrator-defined data forms (screens) used to collect additional information for a company, contract, or project. Dynamic forms are captured (completed) by users and stored in Company, Contract, and Project Profiles.

Event

A happening that occurs during the course of a business relationship, which is usually tied to an alert, or notice, for the event. Events mark keys dates in the life of a contract, such as its expiration date, renewal date, and notice date. Events can also be important dates for a company, such as the renewal of certifications or a merger with another company.

Event Alert

Email reminder that is linked to an event date. In a Contract Profile, event alerts are created for contract expiration, renewal, and notice dates. In a Company Profile, alerts can also be created for events such as the renewal of an insurance certificate or MWBE certification. Event alerts are sent out prior to the event, and the number of days prior to the alert is defined by the user.

Event Alert Date

Date on which an event alert (email message) is sent out by Novatus Contracts, notifying recipients of an upcoming event. The Event Alert Date = Event Date – Number of Warn Days (i.e., number of days entered into the Warn Days field in the Term & Renewal Event in the Contract Profile).

Event Alert Status

The status of an event alert is determined by Novatus Contracts; it is completely automated and controlled on the back end. The possible statuses of an event alert are:

  • Scheduled - Event Alert Date (Event Date – Number of Warn Days) has not yet reached the Notification Date; therefore the event alert (email message) for the event has not yet been sent out.
  • Due - Event Alert Date has reached the Notification Date, and therefore, the event alert (email message) for the event has been sent out. However, the Event Date has not yet been reached.
  • Escalated - Both the Event Alert Date and the Reminder Date (Event Date – Number of Reminder Days) have passed, but the Event Date has not been reached.
  • Past Due - Event Date has passed without any action having been taken on the Event Alert.
  • Closed - Event Alert has been completed (individual event) or closed (event series) by the Event Owner, and it is no longer active.

Event Date

Date by which action must be taken for an event, such as the expiration date of a contract or the date on which notice must be given to renew or terminate a contract. Users are notified about event dates via email messages (event alerts) sent from Novatus Contracts.

Event Series

A happening that occurs during the course of a business relationship and is repeated on a regular basis (e.g., daily, weekly, monthly, quarterly, or yearly). Every event in the series is usually tied to an alert and a reminder for the recurring event.

External Participant

Individuals that access Novatus Contracts through the Portal or a third-party application. A list of external participants can be viewed from in the Address Book.

Fixed Term Contract

A contract that is in effect for a specified length of time. A fixed-term contract is set in advance and ends when a specific task is completed or a specific event takes place.

Fixed, Auto-Inactivate

A fixed term contract that the Novatus system automatically inactivates when the contract reaches its expiration date (i.e., the contract's status is changed from "Active" to "Inactive").

Fixed, Manual Inactivate

A fixed term contract whose status must be manually changed from "Active" to "Inactive" by a user once the contract reaches its expiration date.

Flows

Administrator-defined templates that guide users in performing the steps that must be accomplished to complete a task for a company, contract, or project. Flows include color-coded stages, as well as steps with action buttons, and are displayed at the top of a Company, Contract, or Project Profile.

Forms Library

The dynamic forms that appear in the Additional Forms section of a Company, Contract, or Project Profile. Administrators create dynamic forms and then link them to specific Company, Contract, and Project profile types so that users can capture the information required by any of the forms stored in the profile.

Help System

Information about Novatus Contracts fields, functions, and usage.

Help Tips (Quick Tips)

Superscript windows that pop-up with definitions or instructions when a user "mouses-over" a field in a program screen.

History File

A system-captured audit trail of all changes made to data fields in a Company, Contract, or Project Profile.

Inactive Status

 

  • One of the values in the Status field in a Contract Profile. This generally means that the contract is no longer in force, as opposed to "Active" or "In Process." The contract has either expired or been canceled.
  • One of the values in the Status field in a Company Profile. This generally means that the company is no longer "Active" or "On Hold," either having gone out of business or been acquired. Acquired companies are automatically given this status when the Acquisition Wizard is run.

Incorporated Contract

Contract that is integrated with other documents into a single legal document. Incorporated contracts have a parent/child relationship, which Novatus Contracts displays as a tree structure.

In Process Status

  • One of the values in the Status field in a Contract Profile. This generally means that the contract is in draft form and has not yet been executed.
  • One of the values in the Status field in a Company Profile. This generally means that the company is in the process of being accepted as a supplier or customer.

Legal Entity

Any entity that will be separately named during the contracting process. In Novatus, companies that are separately named in a contract are marked as legal entities from their Company Profile. Individual contracts stored in Company Profiles are then associated with legal entities so reports can be run to locate contracts for a legal entity.

Location Name

Administrator-defined name for a specific type of company location, such as Regional Office.

 

Manual Advance

For an auto-renewing contract, one of the options for moving the contract forward to the next expiration date. Manual advance is used to move the contract to an "expired" status, which requires a user to manually process the renewal info and review the event alerts.

Messaging

Email feature that stores all communications sent and received from both Contract and Company Profiles.

Mobile Notifications

Automated notices that are sent from Novatus Contracts to users who have hand-held devices, enabling them to take action.

Mobile Slim Interface

A language and message format offered by Novatus Contracts that allows users to access the application via a mobile device.

Multi-Party

Contracts that have more than two (2) parties bound to the terms, and all parties have signed the contract.

My Calendar

Calendar for individual users, which is launched from the My Place menu, displays on the user's Dashboard, and shows event and/or notice dates.

Notice Date

For Fixed - Auto Inactivate and Fixed - Manual Inactivate contract term types, it is the date by which action must be taken so that a contract does not expire. For Auto Renewal - Auto Advance and Auto Renewal - Manual Advance term types, it is the new expiration (i.e., old expiration date has been extended). A Notice Date can exist even if an event alert is not created.

Notice Period

Number of days prior to the end of a contract's current term that your company is required to provide notice of intent to renew or terminate the contract.

Notifications/ Notice

A notice, reminder, or communication that is sent out from Novatus Contracts via email and is tied to an event or standalone action.

One Click Report

A Comprehensive Contract or Company Summary Report that includes key data for a company or contract.

One Step Search

Search across Novatus Contracts for user-defined company, contract, and project data. Users can search for a single keyword or a phrase.

Parent Contract

A contract that is integrated with other contracts into a single legal document. A parent (or root) contract has a parent/child relationship with incorporated contracts, and this relationship is displayed as a tree structure in the Contract Profile.

Payment Stream

Incoming or outgoing payments recorded in the Payments section of a Contract Profile to reflect the amounts received/paid in accordance with the terms of a contract. Forecasts can also be run to calculate future amounts paid/received for a payment stream.

People Profile

Data input screen used to capture personal/contact information for program users, company contacts, and external participants who use Novatus Contracts.

Perpetual Contract Term

A contract with an effective date, but no expiration date. Perpetual contracts are often Master agreements that contain legal terms, as well as schedules with term and renewal information.

Portlet

Window that can be added to the Dashboard to provide a user with quick access to the companies, contracts, and projects they recently visited. Portlets can also be added to quickly access a user's saved search queries, their recent messages, assigned events, tasks, workflow and flow steps, document package tasks, contract requests, contract approvals, and supplier registrations. A charting portlet can be added to display a graphic representation of data using a pie chart, bar chart, or time line.

Person Function

A designation that a person holds in relation to a company or contract (e.g., Contract Manager, Attorney, Sales Rep, etc.).

 

Profile

The "main page" that houses basic information for a company, contract, or project. A profile page also exists for most of the linked company, contact, and project data, including a Person, Document, Task, Event, Product, Document Package, Location, and Additional (Dynamic) Form Profile.

Project

A feature that allows new data, documents, tasks, dynamic forms, and workflows to be captured and stored to accomplish a goal or provide reference data. A project can also include legacy data by incorporating existing Company and Contract Profiles.

Reminder Date

Date on which an event alert (email message) is sent out by Novatus Contracts, reminding recipients of an upcoming event. The Reminder Event Alert Date = Event Date – Number of Reminder Days (i.e., number of days entered into the Reminder Days field in the Term & Renewal Event in the Contract Profile).

Renewal Wizard

A system-generated tool that steps a user through the process of renewing a contract by requiring a new expiration date, renewal interval, notice date, and notice interval. In the wizard, users can also update the warn date, which is the number of days prior to the new expiration date that an email notification (event alert) is sent out.

Reports

Data extracts configured using the Report Wizard or the Advanced Reporting feature. Reports can be viewed in the Novatus Report Viewer, downloaded as a PDF file, or exported as an Excel spreadsheet.

Roles

A security measure that controls individual user access to program features and stored data.

Salesforce

An external application that works in conjunction with Novatus Contracts to facilitate the creation of contracts. Contract requests are sent from Salesforce, reviewed and processed in Novatus Contracts, and information is shared throughout the contract creation process.

Scorecards

Feature that allows users to rate companies, contracts, and projects based on criteria established by Administrators.

Security Group

A field in a Company or Contract Profile that is used to control access to the profiles in this group. Each user role grants access to one or more company and contract groups, and individual users are then granted access to one or more user roles, which can allow access to several different security groups.

Self-Service Contract

A contract request that does not have to be approved.

Sub-Contract

An incorporated contract.

System Fields

Standard Novatus fields that cannot be modified or re-named.

Templates

Administrator-defined forms that can be used to create contracts and events alerts, run flows and workflows, and capture additional information for Company, Contract, and Project Profiles

Wizard

A system-generated tool that walks a user through the steps needed to perform a company-related or a contract-related task.

Workflows

Administrator-defined set of steps for a process or procedure (workflow template) that is accomplished by a specific group of users (workflow team), and linked to individual Company, Contract, or Project Profile types and groups. If approval is needed for a workflow step, Administrators also create a routing table to identify the user functions that can approve the step.

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