Contractor can request changes to the contract

[ei8fdb]

Additional context

This is a sub-issue of the meta #2

User story

As a contractor, I want to request changes to the contract provided to me, so that I can sign a contract that reflects the conditions agreed.

[Erioldoesdesign]

I'm picking up this issue 😄

[Erioldoesdesign]

I remember from some user testing re. e-signing that most applicants don't actually need changes at the contract signing point because of the amount of conversation and back and forth that happens pre-contract signing. Specifically from one user saying the 'concept note' and probably, the PAF.

This being said I think this issue is about taking those conversations that were previously had across channels (email etc.) and making sure they happen in hypha app and outside of an email 1-2-1 exchange with the PM of the project.

I do still think there will be users that want to request changes at this stage but. think that process (changes to the contract) and previous stages where there are changes to concept note and PAF happening need to be the same type of process e.g. comment boxes in hypha etc.

[Erioldoesdesign]

From OTF finance stand up on Feb 2nd:

The PAF (and back and forth between project lead/OTF staff and the applicant) solidifies the contract, any edits/changes a contractor might have beyond spelling errors, address corrections etc. post the PAF stage (e.g. in the contract phase) is difficult.

Designing for a simple changes user case is easy - comms between contractor and OTF staff re. address spelling etc. simple.

It was also discussed that if in the edge case that a contractor has big critical changes to the contract at the contract stage then the contract should not be edited but the cycle of PAF should bre revisited/restarted inorder for the PAF to generate the contract with the new edits.

@ei8fdb has some concerns if this matches what he understands from the finance direct POV. Me and Bernard will sync on this this week and attend the Thursday 3rd Feb stand up to clarify.

[fourthletter]

@Erioldoesdesign you asked all the right questions and recored our conversation perfectly. However, I have to defer to @ei8fdb because he:

1. conducted user research and discovery with each role within this process so he has a richer understanding of their responsibilities at each juncture. I can recall information that was convey during these meetings and has my own POV as a 'user/program manager,' but BT synthesized every piece of information into technical steps.

2. knows the full workflow or big picture of the entire process.

3. My responses are correct in isolation, but are inaccurate when we take into account 1 + 2

Designing for a simple changes user case is easy - comms between contractor and OTF staff re. address spelling etc. simple.

• When a contract has been signed by one party, but contains a typo, spelling error, or wrong dollar amount, we send the vendor an amended contract.
• When a contract has not been signed by any party, but contains a typo or spelling error, or wrong dollar amount, we resent a new contract

It was also discussed that if in the edge case that a contractor has big critical changes to the contract at the contract stage then the contract should not be edited but the cycle of PAF should be revisited/restarted in order for the PAF to generate the contract with the new edits.

What happens during the PAF stage?

• Prior to drafting the PAF, the Program Manager/Staff has negotiated terms and conditions of the deliverables during the application stage. This communication with the vendor/contractor takes place prior to drafting the PAF.
• When drafting the PAF, many elements of the PAF like 'vendor name' will be automated to minimize human error.
• PM submits PAF to Compliance
• If the Associated General Counsel/Compliance or Finance has questions about the PAF, modifications need to take place on the PAF between the Program Manager/Staff and Compliance/Finance. Revisions on the PAF will impact pre-populated text on the contract and scope of work (SOW).
• Associated General Counsel/Compliance drafts a contract and sends to the PM.
• When a vendor wants to renegotiate the contract terms they request modifications to the contract. The PM does not submit a new PAF because these terms are not usually project based. Examples: overhead/running costs

[Erioldoesdesign]

Design located here: https://miro.com/app/board/o9J_l6AaDhM=/?moveToWidget=3458764519190819004&cot=14

As screenshots from balsamiq which can be viewed in higher res here: https://balsamiq.cloud/so3r3ka/p9tuu7g/r5EA3

scroll on the left hand panel to the mockup that is labelled 'otf#33 info & links - Contractor can request changes to the contract

'

[Erioldoesdesign]

Assigning Bernard & Di for review first pass before showing devs and added 'question' label as a sort of 'needs design reviewed' label

[Erioldoesdesign]

Eriol to set up a quick 30 min catch up with @sks444 (and other dev's he may think are relevant) and run through designs for technical feasibility.

Sk - any time this week or early next week to chat? 😄

[ei8fdb]

I've reviewed the designs. (They're based this on the manually signing/upload route for my mental note)

1. For the "contractor has no amendments" route: you've replicated the current manual (download, read, sign, upload) workflow right? No problem there.

2. For the "contractor has 'simple' amendments" route: it relies on it being clear to the contractor they are required to communicate via the communications tab. As long as that happens (i.e. they communicate via the communications tab) that seems sensible to me.

@fourthletter: I know currently contractors request changes to contracts often happens via email/signal/etc, but what is the current advice/guidance for contractors to request changes?

3. @Erioldoesdesign the "corrections or amendments to your contract" text link - I think that's fine, but should it go inside the Actions to take border?

4. @Erioldoesdesign I didn't understand the non-trivial changes scenario where contractor. It looked the same as the simple changes scenario. Am I missing something?

@fourthletter over to you and the @OpenTechFund/devs.

[fourthletter]

@Erioldoesdesign thank you for this design + workflow!

1. The user research related to e-signing could help inform this issue Contractor can request changes to the contract #33

Open Questions (we may need further user research/discovery to answer these questions)

2. Notifications

• NEW - An email message to Contractors that offers two different routes or options: 1) manual "wet" signature or 2) e-signature
• What triggers the initial email to the Contractor? Does Project Lead need to change a workflow status, upload a contract, etc?
• The initial email to the Contractor could direct them directly to the contract, Project page, and/or communication tab IF we want the Contractor to communicate via this tab. Contractor should be able to select communication option that works best for them via email/signal/etc
• How is Staff, Approver notify when a contract is ready for review or still waiting for signature via Hypha?
• Are instructions regarding how Contractors could communicate with Staff a) implementable and b) align with operational needs? The design shows a pop-up box and a red bar on top of the page. These are prompts we haven't traditionally used in Hypha to guide applicants/external users because we've mostly relied on external communication.

3. Contract Changes

• When a Contractor submits a change directly on the contract a) copy & paste, b) highlighting -- will they also need to write a comment to explain this request for change?
• What is the best approach for the Contractor to communicate with Staff regarding a change request or edit that aligns with Compliance?
• Is it necessary for multiple contracts appear on the UI? What is the benefit?

4. General

• 'amendments' is a term of art that only applies to certain scenarios, not every change request.
• In regards to pop-up box with instructions on types of change, i.e., spelling error, update address, and other types of change, etc. Could we simplify instructions to "Please contact your Project Lead if you have inquiries related to your contract. We will respond to your inquiry as quickly as possible."
• Which activities or tasks should appear in the Activity Feed? Example: Staff sends email to Contractor, Contractor signs contract, etc.

BT: I didn't understand the non-trivial changes scenario where contractor. It looked the same as the simple changes scenario. Am I missing something?

• It looks to me as if the first workflow is for no change and the second workflow is for a change request. Is this accurate?

Possible MVP

• Contractor goes to Hypha to review the pdf contract OR receives pdf contract via e-signing
• Contractor sees prompt OR guidance on how to communicate with PM/Project Lead if there are inquiries or a change request. Prompt is "Please contact your Project Lead if you have inquiries related to your contract. We will respond to your inquiry as quickly as possible."
• Contractor chooses communication vehicle that works best for them. This could be encrypted email, signal, etc.

[Erioldoesdesign]

Gonna take a look at this again this week :)

[Erioldoesdesign]

https://helpx.adobe.com/content/dam/help/en/document-cloud/Adobe_DC_eSign_Best_Practices_Digital_Signatures.PDF
Some Adobe esign docs

[Erioldoesdesign]

Updated designs here: https://miro.com/app/board/o9J_l6AaDhM=/?moveToWidget=3458764519190819004&cot=14

[fourthletter]

This issue is no longer needed right now because the contract will not be signed in Hypha. The contractor will sign the contract outside of Hypha.