Annex to Contract Management User-GuideThis guide is a supplement to the current Contract Management user-guide.

Part 1 - Cross-LTA

Cross LTA – is a term that will apply to Long-Term Agreements (LTAs) created by a specific unit which can be utilized globally or regionally by other BUs.

All LTAs are to be raised in the respective business units where they are established, regardless of the nature of the LTA.

1. The XREF LTA page has been reactivated.2. Once an LTA contract is created in the Contracts Module it will automatically be synced to

the XREF table.3. When a PO is created under the “Competitive-Direct” a new option will be

available “Cross LTA”. 4. When selecting that option “Contract ID” field will be available to select the

LTA Contract ID regardless of BU.5. The Contract Tab will not be required for this option.

I. Create a Cross-LTA

1. To create a “Cross-LTA”, follow the same steps in creating a Contract using the Contract Management module in Atlas. Navigate to Purchasing Procurement Contracts UNDP Contracts Add/Update Contracts

From the dropdown list, choose ‘UNDP LTA’

2. Enter the information required for each field in the “Contract” tab.

3. Information entered in the “Contract” tab from the Contract Management will be automatically synced to the “Atlas ACP Online Xref”. This will create an LTA record in the system under Atlas ACP Online Xref where the LTA utilization will can be monitored.

II. Create Purchase Order to link to a Cross-LTA

1. Follow the normal step in creating a purchase order. Enter all the required information on

To link the Purchase Order to a Cross-LTA, in the Contract Information group, click on the “Competitive-Direct” dropdown list and select “Cross LTA”.

2. When “Cross LTA” is selected from the dropdown list, the “Contract ID” field will show.Note: Contract ID field will only show if “Cross-LTA” is selected.

3. Click on the magnifying glass to show all the “Cross-LTA” available in the system.

Choose the LTA number that will be linked to the PO.

The LTA number selected will show in the Contract ID field.

4. Complete the required information for the Purchase Order.

III. Monitoring “Cross-LTA” Utilization

1. The utilization of Cross-LTA can be monitored from the Atlas ACP Online Xref menu. From the Atlas menu, navigate to Atlas ACP Online Xref using Main Menu UN Custom Atlas ACP Online Xref

2. Enter the Cross-LTA number (Contract ID) in the Search menu. For example: UNDP1-2018

3. The system will show the information related to the Cross-LTA

4. Click on the Contract / LTA tab to ensure that it is the correct Cross-LTA

5. Click on the “Linked PO” tab to see all the POs that were linked to the “Cross-LTA” regardless of the Business Units.

Part 2 - Contract Amendments

1. Select a Contract to amend

2. Change the status from “Approved” to “Open” to make amendments. For example, extend the contract expiration date.

3. Make the necessary changes in the contract. The example below shows extending the contract duration. Click “Save” after completing all the changes.

4. Set the Status back to Approved and click “Save”.

5. Print the Contract amendment.

6. Click the “UNDP Amendment Contract” tab.

7. Select “Amendment” from Revision Type list.

8. Enter the amendment details. Click Save.

9. Check the “Finalized” box. Click Save.

10. The “Print” button will be enabled.

11. Select the language Template for the contract. Click Print.

12. Sample Contract Amendment