Institutional Purchasing

A public configuration is a request for scope review. It does not create an Order. If Varosync can accept the work, the requester receives a private Order that states the work, price, timing, documents and conditions required before research begins.

1. Varosync reviews the decision and evidence boundary

The request identifies the program, decision, intended use and public evidence boundary. Varosync confirms whether the question is suitable for the research, what belongs in the first scope and whether private evidence may be needed later.

What the requester receives: A scope response that either declines the request, asks one necessary question, or opens a private Order for review.

2. The private Order states the complete commercial proposal

The Order names the purchasing party, research decision, included work, excluded work, deliverables, evidence cutoff, schedule, revision entitlement, price, invoicing route, cancellation rule, intended use and activation conditions. Additional work is listed separately. It does not begin and is not charged unless both parties approve a written change to the Order.

3. Each institutional reviewer receives the part they control

The requester identifies the scientific lead, authorized signatory, procurement contact, security reviewer, billing contact and data owner where one is involved. One person may hold several roles. A payer is not assumed to own the data, approve the science or control workspace access.

Role instructions
The scientific lead confirms the decision, evidence boundary, deliverables and intended use.
The signatory confirms the legal customer and accepts the governing documents.
Procurement provides the vendor process, purchase-order requirement, tax forms, onboarding portal and deadline.
Security reviews the systems and information proposed for the Order.
Billing selects invoice or hosted payment and supplies the information needed to match payment to the Order.
The data owner confirms the right to provide any private evidence and the restrictions that follow it.

4. Legal, data and security review follow the actual work

The private order room shows the Service Terms or master agreement, the Order and each addendum that applies. An NDA, DPA, DUA, BAA or security rider is added when the parties, material and processing require it. The order room records document versions and status. Scientific material does not move during commercial review.

5. Signature and payment do different jobs

The authorized signatory accepts the Order and governing documents. Procurement may then issue a purchase order. Billing completes the invoice or hosted-payment route. Payment does not grant rights over another organization’s data and does not authorize a material class excluded from the Order.

6. Varosync issues an activation notice

Research begins only after the Order’s activation conditions are met. The activation notice states the effective date, research start date, evidence cutoff, delivery target, approved contacts, permitted information route and next required action.

7. The workspace opens to approved participants

The project workspace is separate from the public site, payment page and commercial order room. Each invitation identifies the Order, organization, role and permitted access. If the accepted work uses only public evidence, no customer research files are requested. If private evidence is approved, the workspace accepts only the material classes authorized by the Order and applicable data agreement.

8. Added scope requires a written change

A new question, program, dataset, analysis, deliverable, recipient or use may change the work. Varosync issues a change record stating the added work, price, timing, data effect and agreement effect. Neither party is bound until the change is accepted.