Workflow for Contracts
Contract Approval Process “Blue Sheet”
This process is for obtaining approval and signatures for contracts and contract extensions. This previously involved blue paper sheets but will now take place online. Initiating a signature approval process starts with filling out this form. With the support of admin, a signature approval process by email will then be created.
I would like to draft contract for approval:
Drafting a contract can be done in several ways at MAPC. It is up to the Project Managers – in consultation with Legal - to determine what would work best for each contract/project. Once the contract has been finalized, it is ready for the “blue sheet” process. Do not begin to process the contract until it is finalized and ready for MAPC signatures. These are the different ways to obtain a contract:
The Word doc templates for contracts are also available here: K Drive - Public Folders\_General MAPC\_MAPC Internal Forms & Templates\Contract
Your contract may be generated by a third party and already drafted.
Regardless of which contract is being used, ensure Legal has reviewed it, negotiated any changes, and finalized it before processing the contract for signature.
If you need an electronic third-party signature, please indicate that need on the contract initiation form linked below. We can help you obtain that signature electronically prior to the start of a MAPC approval process.
I am ready to initiate a ”blue sheet” approval process for a contract
1. Navigate to the contract initiation form https://airtable.com/shrdE1RGOgcqykOma
2. Complete the Airtable Form with the information and documents you have available. Submitting this survey will prompt the Admin team to start the contract package in docusign.
3. Wait/Receive email from Docusign to review and fill out blue sheet. The email will look like this (the subject line will include your project title):
4. Fill out blue sheet. This includes the following fields:
client/contractor: who is this contract with
Project title: what is your project/contract called
Purpose: briefly describe what the scope of work is
contract dates: dates of contract (or extension)
contract project code: if this contract is relevant to a certain project code, please enter. otherwise, leave blank
MAPC department: enter your department
revenue/contract amount: how much money is this contract for?
expense/passthrough: how much money is mapc spending, if any, as a result of this contracts?
mapc retains: how much money is mapc getting or retaining, if any, as a result of this contract.
Notes:
If you have further questions about how to fill out the blue sheet, please consult your manager and/or Marjie.
Once you complete the blue sheet, it will be automatically sent to all other needed signing parties.
When you finish signing a document for the first time in DocuSign, it will ask you at the end if you want to “save your work” and create an account. You should do this!! It will allow you to keep track of where your documents are in the process.
If you need to make any changes to your contract, please contact the admin team at adminstaff@mapc.org.
For information about urgent contracts and wet signatures, please check out FAQ.
5. Look out for your completed contract in your email once fully signed. The email will look like the pic below, including documents that are associated with this Docusign contract envelope.
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