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Contract Management

Saint Louis University's contract management systems assist SLU with the routing and management of contracts.

The Agiloft team will update Agiloft on Oct. 25 to refine the intake process, with the goal of ensuring proper review of contracts at the time of submission. 

Complete Update Information

Contract Management Goals

The goal of the project is to implement a user-friendly contract management system to streamline the review, approval, execution and organization of contracts across the University. Agiloft's secure, cloud-based contract management solution will provide:

  • A uniform and automated process for contract routing and approval
  • A central repository for all University contracts
  • A streamlined signature process, incorporating e-signature capabilities
  • Access to contract data

Agiloft Update Information

October 2024

The Agiloft team will update Agiloft on Oct. 25 to refine the intake process, with the goal of ensuring proper review of contracts at the time of submission.

Job aids for Agiloft, including this notice, can be found on the Agiloft FAQ table, on the Agiloft homepage. Below is the list of highlighted changes to expect from this upgrade.

Software Contract Type

Due to regulatory changes, cyber insurance requirements and audits, all software purchases require review by the Information Security team. To ensure that InfoSec is queued, a new “Software” contract type, under the “Purchase Agreement” contract category has been added to Agiloft. When you have a software agreement, including a renewal, please select the Software contract type. If you are purchasing equipment that has a software component, enter this into Agiloft using the “Software” contract type. Using this contract type will expedite the review process, by eliminating the need to add InfoSec as a review team later in the process.

Software agreements can be associated with the use or purchase of a product, website or service and may include click-thru agreements and quotes. Please enter all agreements into Agiloft prior to commencing the requisition process.

For questions about the InfoSec review process, please reach out to Keith Hacke at keith.hacke@health.slu.edu.

OGC Intake Questions

The intake questions developed by OGC have been streamlined. The new questions account for the fact that OGC does not need to review unedited SLU templates, amendments or renewals to an active agreement with no changes to legal terms or agreements related to hotels, catering or car rentals.

For questions about the OGC review process, contact Cari Hawthorne at cari.hawthorne@slu.edu.

Agiloft Issues After Upgrade

While we do not anticipate any issues, if you experience any, please contact the following -

Additional Assistance

Agiloft admins will hold office hours from 9-10 a.m., Wednesday mornings from Oct. 16 to the end of the year on Microsoft Teams. 

Join the Teams Meeting for Assistance

Download a PDF of Update Information

Agiloft FAQs

1. What needs to be entered into Agiloft?

Per the University Contract Management Policy, all contracts (legally enforceable agreements) must be entered into Agiloft, the University's contract management system.

2. What is a contract?

An agreement between two or more persons or parties creating mutual obligations enforceable by law.

A contract need not contain the word contract to fall within the legal definition.  Examples of contract titles include 'lease', 'release', 'agreement', 'order', 'waiver', and 'memorandum'.  If a third party asks for a document to be signed, that document should generally be considered a contract.

'Terms and Conditions' associated with the use of a website or service may also constitute a contract.  This includes 'click-thru' terms and conditions.

Contracts may or may not involve the exchange of money.

The definition of contracts includes amendments, extensions, renewals, etc.

3.  I have a contract requiring review and signature, what should I do?

If you are new to Agiloft, please contact your business manager who can either enter the contract into the system or direct you to the individual who can.

For assistance with research-related contracts, please contact contracts@slu.edu.

For assistance with non-research-related contacts, please contact agiloftsupport@slu.edu.

4.  How long will it take for my contract to be reviewed?

The contract review process is dependent on a variety of factors, but generally, department/submitters should anticipate a two-week internal review period. The review time may vary depending on but not limited to, the following:

      1. the number of teams queued to review the contract
      2. the completeness and accuracy of the contract record (all documents are included and information about the contract is provided)
      3. the complexity of the services or products the University is contracting for
      4. the vendors timely response and their acceptance of requested modifications

Contracts submitted during the beginning or end of a fiscal year or calendar year may require additional time. When a contract needs to be reviewed quickly, please reach out to the approval teams that are pending with a request that they expedite.

5.  Are there SLU Policies related to contracts?

Yes, there is a contract management policy, which mandates that all contracts be entered into the University's contract management system Agiloft. There is also a signature authority policy, mandating that only authorized signers should sign contracts on behalf of the University. 

6.  Who can sign a contract?

Individuals authorized to sign contracts on behalf of SLU have a delegated letter of authority initialed by the president. If you do not have this letter, please do not sign any documents on behalf of SLU. A link to the matrix of authorized individuals can be found on the Agiloft home page, by entering 'Signing Matrix' in the Agiloft FAQ table.  If changes are needed to the signing matrix, contact Ellen Borowiak.

Read the Signature Authority Policy

Team Members

    • Business Services Team: Mary Lynn Thompson, Jessica Winet-Fleer, Ellen Borowiak
    • Compliance Team: Stephanie Albers, Michael Reeves
    • Export Controls: Michael Reeves
    • InfoSec Team: Keith Hacke, Ed Welker, Vishant Sharma
    • ITS Applications Team: Michael Holmes, Spencer Smith, Glenda Jackson
    • ITS A/V Team: Michael Holmes
    • ITS Network Team: Kevin Proot
    • ITS Service Team: John Heartlein
    • MARCOM Team: Laura Geiser, Kevin Bennett, Jennifer Perniciaro, Sarah Hilgendorf
    • OGC Team: Cari Hawthorne, Kadiedra Jones, Christina Moore
    • Risk Management Team: Teri Monken, Stewart Wirth
    • Treasury Team: Jamie Vogler, Katie Benenati

7.  I need training on Agiloft, where should I look?

All the job aids related to Agiloft can be found on the Agiloft landing page, under Agiloft FAQ's. Additional trainings will be available soon.

For Agiloft-related support or to request a new user profile, please email agiloftsupport@slu.edu.

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