Guide/Global Contracting Tool (GCT) Updates Receive Revised Template. New or redlined templates are received from the Product Attorneys, fully approved and ready for publication. Guide Scheduling. Ensure that the templates are part of the next scheduled Guide publication, to be effective 15 ...

Job Description

• Guide/Global Contracting Tool (GCT) Updates
• Receive Revised Template. New or redlined templates are received from the Product Attorneys, fully approved and ready for publication.
• Guide Scheduling. Ensure that the templates are part of the next scheduled Guide publication, to be effective 15 days from such publication.
• Template Version. Compare the redlined templates to the current version and the master to ensure correct version and master were used as the baseline.
• Document Creation for Posting. Create the following documents that incorporate the new changes: (Note that this task can be delegated back to the Product Attorneys)
• A marked Word version and corresponding PDF (PDF is linked to from What’s New).
• A clean, non-dated Word version and corresponding PDF.
• The clean non-dated PDF is posted to the Guide on the effective date of the change (this is the U.S. version).
• A clean, dated (or fixed) Word version and corresponding PDF for non-U.S. services (i.e. non-Guide).
• This dated non-U.S. version is needed because it stays the same once the URL for it is inserted in a VRD contract.
• Dated Table of Contents Page(s). Create a new, dated table of contents page (in Word and html format), with a U.S. link and a non-U.S. link to the new versions of the document.
• What’s New. Create a new version of the Guide What’s New page, providing notice of the changes and the effective dates, with links to the new redlined PDFs.
• Upload the marked PDF version of the document to the server and link it to the What’s New page.
• Test the links in a non-live test environment to ensure that all links work in What’s New prior to live publication.
• Activate the What’s New page live on the Guide, and double check the production links to confirm that they are working properly.
• Cygnus Ticket for Updates to Guide Pages.
• Where needed, create a Cygnus ticket for IT to make any changes to the main Guide page or any other Guide page (e.g., when a new type of service is being added to the list on the front page of the Guide), at least 2 weeks prior to the launch of a new Guide page.
• Review the changes in a non-live test environment to ensure accuracy, prior to it going live.
• Create a Guide Archive: the system automatically date stamps each document on the Guide and inserts a dated link so that users can access older documents for up to 3 years.
• SFDC Ticket for Email Alert. Create a ticket in SFDC for an Email Alert to be sent out on the day of the Guide publication. (Note that this step may be eliminated)
• Guide Template Upload. On the effective date of template changes, upload clean versions of the revised templates to the Guide.
• GCT Updates. Update new dated links in GCT each time a service is modified by inserting the new dated URLs into UAT02, UAT03 and in Production.
• Update the SharePoint spreadsheets that are used to track these updates to reflect they have been made, and send internal email notification of changes to Contract Strategy team and Language Review team notifying them of the change.
• Long Form Template Updates in GCT
• Manually transfer Service Attachment changes to the duplicate copy that is housed in GCT.
• Download the current templates from GCT Production environment and manually add the changes.
• Upload the revised documents to UAT03 for testing purposes.
• Tests are performed by the GCT test team to ensure that the document prints out ok.
• Tickets are created if there are any issues found.
• Continue revising and reloading into UAT03 until issues are fixed and document prints out correctly.
• Once the document prints correctly, the GCT testers send a notice that it has passed review.
• The Long Form document is then uploaded into GCT Production (replacing the current version).
• SLA Changes
• Provide notice of SLA changes to identified customers - new process, once per quarter.