Page 36 - VYSNOVA PROGRAM MANAGEMENT GUIDE V1.1

Contracts

b. The PM will perform a programmatic review, soliciting the assistance of any team
members per the PM’s discretion. (action for PM)

Comments, revisions, and questions for consideration will be merged and presented to the Vysnova
COO who will forward to the CO.
The CA will establish deadlines with the PM prior to presenting the merged reviewed version of the
document to the COO.

If the document is from SCM, the CA will present Vysnova feedback on the document NLT noon the
following business day.

Once the definitized document is received by the COO or CA, it shall be stored in the Vysnova Contracts
Repository by the CA. See Vysnova Contracts Repository SOPs below.
SOP for Contract Data Sheet

The Contract Data Sheet is an Excel spreadsheet that extracts all the important and relevant
information of a contract (template available in Vysnova Standard Docs Shared Drive folder, see Annex
E). The Contract Data Sheet allows Vysnova Accounting to properly input the contract information into
Costpoint and understand the contract from a financial perspective.

Contract Data Sheet Administration
• Before contract Kickoff, the CA will complete the Contract Data Sheet and forward to PA and/or
F&A, copying the PM, to provide any missing programmatic feedback and or send concurrence by
within 2 business days. (Action for PM)
• During the internal kickoff meeting, the project setup requirements will be discussed. The CA will
present data sheet, and a charge code will be determined.

Updates and Changes to Contract Data Sheets
• The CA will process and issue any contractual modifications to the Contract Data Sheet.
• If there are any new hires, whether they are full-time employees (FTEs) or Consultants, the PM
must notify the CA (copying HR for FTEs) in writing (by email) within 1-2 business days providing
the following (action for PM):
o New hire’s position (i.e., analyst, researcher, evaluator)
o New hire’s employment status (FTE, part-time (PT), or Consultant)
o Level of effort and Period of Performance if a Consultant
• Minor programmatic changes to Contract Data Sheets (e.g., editing project name, editing point of
contact (POC) information, etc.) may be made by program staff, highlighting all changes made,
and sent to the Contracts Administrator. The Contracts Administrator will review and send to the
Senior Staff Accountant, once approved. Changes to Contract Data Sheets are required to request
updates to project information in CostPoint.

The Contract Data Sheet is stored in the Contracts Repository by the CA and can be retrieved by the
PM and their staff immediately following the issuance of the finalized version.

SOPs for Contract Kick Off

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