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Master Agreement Process Mapping - Coggle Diagram
Master Agreement Process Mapping
:racing_car:: = process action step to move forward
:checkered_flag: = start/finish
:question: = Decision
:pen: signature
:checkered_flag: Affiliations begin with a request through the smartsheet form and/or the expiration of a current agreement.
:silhouette: The program representative in charge of affiliation agreements takes on the role of submitting the request for a new or continuing contract; uses the Smartsheet Affiliation Update Form to request a master affiliation or individual site affiliation. (currently coordinators can't track the progress, but they can see data; must indicate if they see a current agreement that they want to be part of). :silhouette: representative may have already contacted the site and learned what the site prefers. Representatives role is to be the initial contact with the site.
Someone needs to ask the site (role not strictly held by any one individual).
:question: UNM Master Agreement or Site Agreement?
UNM Master :green_cross: automatic inclusion of all departments; essentially asking the site to agree for all programs; standard addenda for every department will automatically be included in the UNM Master
:question: Listserve email to add programs Questions: Master agreement sent to the programs for 1. be included or opt out. With no response use the default to include current addenda and program. (much easier to go back and change addenda vs. an entire agreement prior to setting up rotations) 2. Master agreement sent to the programs for addendum updates review redline document and to update student placement settings for current site. :green_cross: Listserve email to add programs
We need to identify which programs will automatically be included and given opt out options vs. opt in options. How will we offer opt in opportunities?
Questions: 1. Does the program want to opt out? With no response use the default to include. 2. Please review your most current addenda to update student placement settings for current site.
:question: Requested Changes. Yes, change requested through Smartsheet
Program Specific Changes to the addenda. Legal doesn't need review but notify them that the agreement is going to be sent to site with slight changes :green_cross:
Is this step necessary? If so, we will simply email
HSC-contractsouc@salud.unm.edu
the pdf included
Redline Changes (Legal Changes) send to legal :green_cross:
Legal Reviews :check:
:green_cross: program jump on using default addenda no changes
:green_cross:Prepare for signature (The site dictates what signature preferences they have which may change the ultimate signing order and medium: adobe echo sign for UNM, same for site or they can use whatever they prefer, Echo sign requires email address to be programmed into the system, does the site use their own program for our signature (docu sign or something else)) :pen:
:green_cross:: Update Signature Block with necessary inclusions. If nursing and pharmacy are included, then add them to the document. The Dean of those colleges request to be added to this step. If legal has approved changes to the template, then the approving attorney's signature block will be added and they will sign first.
1 more item...
collect UNM signatures, but wait up to a week before sending to site to allow for opt outs from UNM programs
Site's Non-UNM Agreement Template :green_cross: :
:question: Will site allow us to structure similar to UNM Master Affiliation? check with legal to see if there would be a concern about having site agreement structured similarly to UNM Master agreement, even if the site does not serve all programs mentioned in the addenda -- remove as necessary. Coordinator/initiator asks for "settings" available and will include appropriate addenda.
:green_cross: Yes. Legal reviews site agreement to ensure appropriate structure and redlines adds what they need to
:question: Listserve email to add programs Questions: Master agreement sent to the programs for 1. be included or opt out. With no response use the default to include current addenda and program. (much easier to go back and change addenda vs. an entire agreement prior to setting up rotations) 2. Master agreement sent to the programs for addendum updates review redline document and to update student placement settings for current site.
Changes :question:
:question: Yes, what changes are requested?
2 more items...
No, ready for signature
1 more item...
No. Individual Site Agreement needs to be developed. :check:
Program Specific Changes don't need legal review but notify them that the agreement is going to be sent to site with slight changes :green_cross:
:arrow_left:
Redline Changes (Legal Changes) send to legal :green_cross:
send to legal for review :check:
:arrow_right:
:green_cross: programs jump on using default addenda no changes
:green_cross: send to site (sometimes they sign here) :pen:
:pen: 1st signature
1 more item...
must check wth site if they want more than one program/are able to take students from multple disciplines
Site review their own addenda and ensure accurate document
Listserve weekly emails : agreements in progress
:silhouette: = Individual responsible for action
:silhouettes: multiple individuals work together to complete step
:timer_clock: Wait for response
:information_source: document in smartsheet
:email: Email
:telephone_receiver: call