High- Level Specification

Functional Overview

The system enforces a mandatory approval workflow for Bid Waiver forms prior to initiating the Delegation of Authority (DOA) approval process for any Master Agreement, Sub-Agreement, or standalone agreement. This requirement ensures that Contracting Specialists cannot proceed with agreement approvals unless the Bid Waiver has been formally approved. By embedding this control, the process aligns with the Bid Waiver Policy, mitigates operational risk, and upholds audit integrity by preventing unauthorized agreements from advancing in the approval chain.

Scope and Objectives

This custom development focuses on enforcing Bid Waiver compliance within the agreement approval workflow. Specifically, it introduces page-level and logic-based enhancements to ensure that when the Competitive Sourcing metadata is marked as Yes, an approved Bid Waiver form is required before an agreement can be sent for Delegation of Authority (DOA) approval.
The scope includes:

Page-Level Customization:
Implementing an alert on the agreement page when the user clicks “Send for Approval,” guiding them to obtain Bid Waiver approval first.

Enforcement Logic:
Validating the status of the associated Bid Waiver form. The system will block the approval process unless the form is marked as Approved.

Conditional Enforcement:
The Bid Waiver requirement is enforced only when Competitive Sourcing = Yes. If Competitive Sourcing = No, no restrictions or alerts are applied.

Objectives

• Ensure compliance with Bid Waiver policy by preventing agreements from being sent for approval without prior authorization.
• Provide clear and actionable guidance to Contracting Specialists through user-friendly alerts.
• Reduce operational risk and maintain audit integrity by embedding approval checks directly into the workflow.
• Improve user experience by automating enforcement based on metadata conditions, minimizing manual oversight.

Process Flow Diagram

Assumptions

• The Bid Waiver form functionality utilizes out-of-the-box configurations, as defined in the configuration workbook. No customizations are applied to the form itself beyond standard metadata and workflow settings.
• Users involved in drafting agreements and managing Bid Waiver forms have the appropriate access rights and roles assigned, in accordance with the configuration workbook. This includes permissions to create, edit, and submit Bid Waiver forms, as well as to initiate the agreement approval process.
• The metadata field Competitive Sourcing is correctly configured and available on the agreement record, and its values ("Yes" or "No") are reliably used to trigger enforcement logic.

Dependencies

Not Applicable

Security, Integrity and Controls

Not Applicable - Standard out of the box security, integrity and controls are used.

Configuration Requirements

• Competitive Sourcing: Must be configured as a metadata attribute on the agreement, per the configuration workbook.
• Bid Waiver Association: Agreements must support linking to a Bid Waiver form, as defined in the configuration workbook.
• Bid Waiver Approval Flow: The approval workflow for Bid Waiver forms must follow the stages and roles outlined in the configuration workbook.
• Access and Permissions: Users must have the correct roles and permissions to manage Bid Waiver forms and initiate agreement approvals, as specified in the configuration workbook.

Language Requirements

The standard String ResourceKeys have to be used if any translations are needed in the future.

Special Requirements

Not Applicable

Design Rationale

Not Applicable

Functional Requirements

• When the Competitive Sourcing metadata is set to Yes, the system must enforce that a Bid Waiver form is both associated and approved before allowing the agreement to be sent for approval.
• The system must also provide a clear alert to guide Contracting Specialists when this condition is not met.

Recommended UI Technology

Standard Icertis

Application Screen

Wireframe or Mock-Up

 Screen Behavior

Not Applicable - Standard behavior applied.

Screen Navigation

Standard behavior applies. Action buttons such as "Send for Approval" are available based on role-action mappings defined in the configuration workbook. The trigger for Bid Waiver validation is initiated when the user clicks "Send for Approval", as shown in the mockup below.

Data Integration

Not Applicable

Custom Tables

Not Applicable

Master data

Not Applicable

 Configuration table

Not Applicable

Tooltips

Not Applicable

Front-End

Standard Icertis

Mobile Services

Not Applicable

Authentication & Authorization

Not Applicable - Standard Authentication of Icertis

Accessibility

Not Applicable - Standard configuration as per configuration workbook

Volumetrics

All agreement created have to follow the requirement.

Performance Consideration

Not Applicable

Error Handling

Not Applicable

Testing

How to Test

Positive Flow – Bid Waiver created and approved:

• Draft Agreement with Competitive Sourcing = Yes
• Create Bid Waiver Form and send Form for Approval
• Approve Bid Waiver Form
• Send Agreement for Approval

Positive Flow – Bid Waiver not applicable:

• Draft Agreement with Competitive Sourcing = No
• Skip Bid Waiver Form Creation and send Agreement for Approval

Validation – No Bid Waiver Form Created:

• Draft Agreement with Competitive Sourcing = Yes
• Skip Bid Waiver Form Creation and send Agreement for Approval

Validation – Bid Waiver Form Not Approved:

• Draft Agreement with Competitive Sourcing = Yes
• Create Bid Waiver Form and send Form for Approval
• Approver ignored Bid Waiver form Approval
• Send Agreement for Approval

Validation – Bid Waiver Form Rejected:

• Draft Agreement with Competitive Sourcing = Yes
• Create Bid Waiver Form and send Form for Approval
• Approver Rejects Bid Waiver Form
• Send Agreement for Approval

Test Conditions and Expected Results

List all test conditions – this will then be used as a basis to execute both the technical and functional unit tests

Test Considerations/Dependencies

Not Applicable

Other Information

The following API need to be used to retrieve the status of the Bid Waiver Form:

• get /v{version}/agreements/{contractTypeName}/{agreementId}/associations/{associationName}
  • example: /v{version}/agreements/ICMMasterAgreement/1f37d364-e674-47b6-8d45-79c093e40e8e/associations/ICMBidWaiverForm

Below example payload to identify the status:

{
    "Messages": null,
    "Data": [
        {
            "ICMParentContractType": "",
            "FilePath": {
                "Content": null,
                "Name": "ICMBidWaiverForm_7fb7570f-dd29-4d9b-9d6f-d41d8204d659_1",
                "Extension": "DOCX",
                "Path": "default:\\agreements\\ICMCertificates_7fb7570f-dd29-4d9b-9d6f-d41d8204d659_1.Docx"
            },
            "ICMTemplate": {
                "Name": "",
                "Version": "",
                "Extensions": null
            },
            "IsLocked": false,
            "LockedByUser": "",
            "LockedByUserId": "",
            "ICMCertificateExpiryDate": null,
            "ICMCertificateCategory": "Insurance",
            "ICMAgreementCode": "ICMBidWaiverForm_10",
            "ICMExternalId": "",
            "Name": "Test template",
            "Status": "Draft",
            "CreatedBy": "wytse.bezemer-ext@syensqo.com",
            "CreatedDate": "2025-10-28T17:04:16",
            "ModifiedBy": "wytse.bezemer-ext@syensqo.com",
            "ModifiedDate": "2025-10-28T17:04:16",
            "LinkageType": null,
            "SysId": "7fb7570f-dd29-4d9b-9d6f-d41d8204d659",
            "TypeOfContract": "AssociatedDocument",
            "ContractTypeName": "ICMBidWaiverForm",
            "OrgPath": "/syesnqo/procurement/procurement contracts"
        }
    ],
    "HasMoreData": false,
    "PagingData": {
        "RowsPerPage": 100,
        "TotalNumberOfPages": -1,
        "PageNumber": 1,
        "TotalRowCount": -1
    }
}

Development Details

Package

UI Implementation

API Implementation

Other Development Objects

Appendix

See also

Insert links and references to other documents which are relevant when trying to understand this decision and its implications. Other decisions are often impacted, so it's good to list them here with links. Attachments are also possible but dangerous as they are static documents and not updated by their authors.

Change log