CAREWare Contract Manager
Specifications
| Contract creation location | Central Administration or a Provider Domain |
| Contract record fields (required) | Provider (Central Administration only), Contract Name, Start Date, Stop Date, Funding Source(s) |
| Funding sources | Check each funding source that applies to the contract |
| Central control (Central? setting) | When checked, contract can be modified only in Central Administration; when cleared, authorized users can modify in provider domains |
| Expiration locking (Lock the contract when it expires) | Prevents users from entering services after the contract end date, even if the service date falls within the contract period |
| Grace period (Grace period before locking expired contract) | Sets the number of days after the end date during which users may enter services whose service dates fall within the contract period |
| Contract list actions | Manage existing contract, Add new contract, Delete existing contract, Print or Export list, Column Visibility (hide/show columns) |
| Post-save requirement | Newly added contracts have no contract items; contract items are required to activate services and can establish budget limits |
Quick setup
- Log into Central Administration or your Provider Domain, then click Administrative Options.
- Click Service/Contract Setup, then Contract Manager.
- Click Add.
- (If in Central Administration) select the Provider.
- Enter the Contract Name.
- Enter the Start Date and Stop Date.
- Select all applicable funding sources for the contract.
- Configure optional settings as needed: Central?, Lock the contract when it expires, and Grace period before locking expired contract.
- Click Save, then review the contract record (provider, dates, funding sources, and the selected control/expiration settings).
| Purpose | Set up CAREWare contracts that define provider funding, contract periods, budget limits, and available services. |
|---|---|
| Who should do this | CAREWare administrators, contract administrators, grant managers, and authorized provider-level users. |
| Use this guide when you need to | Plan a contract, establish its dates and funding, configure access and expiration behavior, or prepare it for contract items. |
| Main warning | Contract dates and funding affect service entry, imports, and federal reporting. Confirm the setup with grant leadership before saving. |
Quick path: Administrative Options > Service/Contract Setup > Contract Manager > Add
Before you begin
- Confirm the provider, contract name, start and stop dates, and funding source.
- Decide who may edit the contract and whether it should be controlled centrally.
- Discuss reporting-period impacts with grant managers and HRSA project officers when applicable.
Set up a contract
Contracts can be created in Central Administration or in the relevant provider domain. Administrators may define all contracts centrally and restrict provider-level editing by making contracts central only.
Step 1. Log into Central Administration or a Provider Domain. Click Administrative Options.
Step 2. Click Service/Contract Setup.
Step 3. Click Contract Manager.
Step 4. Click Add.
Contract Setup Menu Options
| Item | When to use it |
|---|---|
| Manage | Manage an existing contract. |
| Add | Add a new contract. |
| Delete | Delete an existing contract. |
| Back | Return to the Service/Contract Setup menu. |
| Print or Export | Print or export a list of contracts. |
| Column Visibility | Hide/show columns in the contract list. |
Step 5. If you are working in Central Administration, select the Provider.
Step 6. Enter the Contract Name.
Step 7. Enter the Start Date.
Step 8. Enter the Stop Date.
Step 9. Check each funding source that applies to the contract.
Configure optional contract settingsStep 10. Configure the optional settings for the contract.
| Setting | What it does |
|---|---|
| Central? | When checked, the contract can be modified only in Central Administration. When cleared, authorized users can modify it in provider domains. |
| Lock the contract when it expires | Prevents users from entering services after the contract end date, even when the service date falls within the contract period. |
| Grace period before locking expired contract | Sets the number of days after the end date during which users may enter services whose service dates fall within the contract period. |
Step 11. Click Save.
Confirm the contract setup
After saving, review the contract record and confirm:
- The correct provider and contract name are displayed.
- The start and stop dates match the intended contract and reporting periods.
- All applicable funding sources are selected.
- Central control, expiration locking, and the grace period match the organization’s policy.
- Authorized users can access the contract at the intended administrative level.
Important: A newly added contract has no contract items. Contract items are required to activate services and can also be used to establish budget limits.
| Document | Use it for |
|---|---|
| Contract Items | Add and edit contract items under each contract. |
| Funding Source Manager | Configure funding sources for contracts. |
| Subservice Manager | Configure subservices for contract items. |
Troubleshooting
Why can’t I add services for a provider domain?
A provider domain needs at least one contract to add services to client records.
Why can’t users edit a central contract in a provider domain?
If the contract is marked Central, it can be modified only in Central Administration by a user with the necessary permissions.
After adding a contract, why aren’t services activated?
A newly added contract has no contract items. Contract items are required to activate services and can also be used to establish budget limits.
Documents / Resources
 | Contract Manager |
References
- jprog.happyfox.com/kb/article/271-contract-items/jprog.happyfox.com
- jprog.happyfox.com/kb/article/273-funding-source-manager/jprog.happyfox.com
- jprog.happyfox.com/kb/article/274-subservice-manager/jprog.happyfox.com
- User Manualmanual.tools