Addressing Contract Management Needs with

SharePoint

A webinar on the benefits of a SharePoint based eContracts system with SharePoint’s document management, workflow, and collaboration capabilities.

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SIO

N We think the Internet and the adoption

of trends on the Internet are a leading

Indicator for the upcoming innovations in

the Enterprise. We are passionate about

helping our customers Interpret, leverage

and maximize the business benefits of

these incremental or disruptive trends

and making it a reality in their operating

environment.

Be a leader in the adoption of new and

significant trends in the technology

marketplace that influence our

customer’s business. Pace ourselves to

the Urgent needs of our customers. Be a

Trusted Advisor. Add Value to every

relationship.

SharePoint Add-Ons

• Delegate n Extend for Active Directory

• SharePoint Room Reservation

• Resolve 2.0 for SharePoint

FEATURED CUSTOMERS

Uncompromising focus on the success of

every relationship, project and solution.

We go the extra mile, stay the extra night

in our quest to help our customers

achieve the 110% results from the

investments they are making with us and

the solutions we build.

Products

• Purchasing Automation with SharePoint

• eCommerce with SharePoint

• Contracts Management with SharePoint

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PARTNERSHIPS

Services

• Intranets 2.0

• SharePoint Application Development

• Idea and Innovation Management

• Social Platforms & Social Media

• Project Management & Collaboration

• Business Intelligence solutions

Some Interesting Facts

90% of enterprises view effective contract management as either ‘very important’ or critical to their overall success.

About 63% of transactions in today’s enterprise are not compliant with the contract’s negotiated terms.

- Aberdeen Report

a $1 billion company with annual purchases totaling $500 million, of which $400 million is under contract, loses $18 million every year due to lack of proper supplier contract management.

- Forrester Study

100% of organizations that have implemented electronic contracting would recommend doing so to other corporations, and only 8% of respondents indicated that they were dissatisfied with the results.

- IACCM Survey

Day in the Life of a Contract Administrator

Say what? We need to review all of our contracts – it will take sometime to pull all of them together

The version I have is outdated, I need to

hunt for the latest version.

I’ve emailed it to all the stakeholders for a review and approval

Is there a quicker way to get a signature than faxing it to them?

I have too many back and forth emails around contracts to

keep track of

The person approving the

contract is on leave

We never knew that the contract was up for renewal. We have too many contracts to keep

track of We have missed a

few milestones on the contract. We don’t

have a system to track all of these

The Biggest Pain Points in Contract Management

Authoring Inefficiencies & Turnaround Delays

Inadequate & inaccurate information to authors on negotiated information such as budgeting, services, and performance levels Collaborating with stakeholders from multiple businesses, departments, units Authoring issues: Non-availability of standard, updated templates, unique contract needs Delayed review cycles: stakeholder unavailability, proof reading, formatting Information assembly from and submitted to multiple systems via accounting, emails, fax

Storage, Access & Sharing Issues

Non-availability of single point for organized, searchable, & reportable contract information Securely sharing of renewal, updates, obligations to multiple stakeholders Retrieval of audit trails and history is impossible as evidence Storage of artifacts like multiple document formats, graphics and images Integration with external systems like sourcing, payments, and ERP

Nonconformity to Compliance & Obligations

Poor visibility of metrics, performance levels and payments, penalties Non-conformity goes unnoticed and unaccounted for resulting in loss of negotiated prices Overlooked compliance terms leading to loss of credibility, penalties imposed Inability to track obligations or performance at a unit/department or enterprise level Appropriate individuals are not informed of obligations and timelines Overall increase in potential legal risk

Contract Automation Maturity Model

Level 1

Level 2

Level 3

Level 4

Level 5

Ad Hoc

Structured

Measured

Integrated

Continuous Improvement

Continuous process evaluation with improvement efforts; Best of breed systems implemented; Enterprise-wide adoption with active participation

Systems integrated with related processes like sourcing and accounting. Collaborative contract creation and management extended to suppliers

Formalized process with mandates and monitoring. Automated contract management systems in place with well-defined ownership and accountability

Basic processes in place. Formal storage and approval process. Limited and time consuming tracking, ownership . Not a strategic initiative

Usually manual and email based; Informal documentation; Very little formal process

eContract Overview

Built ground up on the SharePoint 2010 platform

Pre-built portal templates, workflow templates, and features

for common contracting scenarios

More than 50 “out of the box” features

Modular and business process driven

Ability to extend forms, business logic, data sources,

integrations

Extends SharePoint data, document, and content framework

with ease of SharePoint administration and management

Supports Active Directory Groups and User Security model

All solutions integrate “out of the box” with extranet portal

Continuous feature upgrades, improvements with a

dedicated product team focused on improving the product

Maintenance & support agreements allow customers to

access our development and product engineering resources

on-demand for all solution level issues

Simplified Vendor Selection!

Feature Summary

2. Delivery & Approval Routing

1. Creation & Documentation

4. Collaboration & Tasks

3. Management & Governance

7. Monitoring

5. Access Control & Security

End user contract requisition with intuitive forms Supporting content forms & attachments for budgeting, scope of work, deliverables, KPI Auto- contract document generation with standard templates

Contract sharing features for review, approvals, signature collection, and reference Workflow based approval routing based on pre-defined conditions Review and digital signatures from external parties such as vendors and customers.

Well organized contract repository with identification Contract versioning and audit trails for continuous tracking Configurable contract metadata and categorization option Master Agreement and addendum relationships.

Alerts on milestones including renewal and expiration dates, delivery timelines Activity subscriptions for contract events such as updates and status changes Auto task assignment for approvals and other contract obligations Contract comments and discussion boards for stakeholder interaction.

Item level contract permissions with privilege levels User groups and accounts integrated with Active Directory Target audience group based display of reports, components, and actions

Monitoring of contract statuses from requisition to archival with time duration for each status Reporting on contract performance and turnaround time SQL reporting server based report creation

Functional Architecture

Incremental Approach towards Contract Management Adoption

“Most companies take a phased approach to rolling out CLM tools rather than disrupt several important processes simultaneously .” -Forrester Research

1. Enabling

2. Optimizing

3. Best of Breed

Centralized Contract Repository Conversion and migration of existing contract to standard electronic formats Basic categorization, search, and identification features Readily available with restricted access Contract views and basic status reports

Document automation with standard templates and clauses High levels of user awareness and adoption of the system Robust identification and categorization of contracts with ID, search, categorization and taxonomy Workflows and tasks for approvals, monitoring, and governance processes Supporting documents, information, and attachments manageable within the system.

Integration with organization’s existing master data from CRM, Accounting or ERP systems. Process integration with sourcing contracts (procurement), CRM (sales) Highly collaborative environment with suppliers, partners collaborating on workspaces, meeting spaces Third party digital signature implementation Business Intelligence and advanced performance analytics

eContracts© Enterprise

Complete Contract Lifecycle Management

Enterprise-wide implementation with custom built user interface

and branding

MS- Word template document automation and built-in resource

library for clauses, terms, & conditions

Centralized and Decentralized Contract Management Options

Implementation Options

eContracts© Express

Contract Management for Small - Midsize Businesses

Built-ground up on SharePoint 2010, flexible approvals, and

forms to support dynamic environments

Quick implementation and Go-live

SharePoint Extension Capabilities

Changing Business Process Needs

Easy configurable workflows with SharePoint Designer Condition & action based workflows Out of the box notifications, Exchange integration Out of the box audit rules with extension options Drill down reporting capabilities with SSRS

External DB Connections through BCS Business Connector for Microsoft Dynamics Built-in Microsoft Office document automation, with 2-way sync Support for videos, images, office documents List & content type driven metadata management Configurable search with scope & rules

Advanced Content Management Needs

Collaborative workspaces Wiki based end-user content authoring Calendaring, workspaces, discussion boards Real-time dashboards and KPIs

Collaboration & Transparency Needs

Contract Management System

Demo

Home Page

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Tasks assigned to the logged in user like approval requests and change requests will be displayed in this web part.

The list of requisitions created by the logged in user/requestor will display in this web part. It provides a quick view of the status and information on the requisition.

The home page forms the landing page of the application. Components like announcements and FAQs provide general information to users.

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Requisitions

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The requisition page shows a list of all requisitions available filtered by parameters such as status and management regions.

The filtered views are hidden or shown based on the logged in user’s role

The requisition context menu shows the item level actions which can be taken on a contract based on user permission.

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Requisition attachments shows for supporting documents and files for each requisitions such as RFQs, SOWs, etc.

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Create Requisition Form

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End users can place requisitions with complete and accurate information like negotiated prices, scope of work, KPIs, and supporting documents. A checklist ensures that all the details required for contract creations is validated and available before submission.

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Requisition Approval Built-in pre-defined approval routing workflows creates tasks for corresponding approval groups. Approvers can review the requisition, comment on them, approve, reject, or request change

Create Master Agreements Each contract can be related to a master agreement. In this case, these contracts form an addendum to an existing agreement with the vendor. The master agreement governs the overall terms and condition between the company and the vendor and the addendums are created at a project or transaction basis.

Contract Details

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Contracts are automatically created using templates and information provided in the requisition. These contracts can be viewed from the browser.

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2 For each contract, metadata information is displayed based on the logged in user. Comments allow for collaboration and tacit information sharing of contracts.

Vendor Management Vendors can be managed within the application along with master agreements, contact information, product and service offerings.

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Vendor Approval Completed contracts can be sent to external vendors and customers for approval/ acceptance. These external users can initiate a change request or accept the contract. Information like IP address and signee information are captured on acceptance.

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BENEFITS

Contract Lifecycle Management

Increase organizational efficiency and productivity with a

faster, accurate contract creation, review, and

implementation process

Track contract usage and performance for better vendor

negotiations

Improve business relationships with reduced disputes with

vendors and customers

Increased adherence to compliance and legal policies

Automatic alerts for contracts approaching renewal dates or

expiration to better prepare for the next contracting cycle

Reduce maverick spending with improved visibility and self-

service contract reference capabilities

OPTIMUS BT Team

Customer Team

Consulting

Analysis

Technical

Support

IT

Other Teams

Implementation Plan

· Workshop & Discussions

· Feature Prioritization

· Process Mapping

· Review & Approval

Prototype & Design Approach

· Customization and Configuration Approach

· Infrastructure/System Set up

User Acceptance Testing:

· Solution Implementation

· Data Migration

· Testing and Stabilization

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Stabilize & Roll Out

· Deployment and Support

· Training

· Go Live

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Our Collaborative Engagement Model

Thank You

www.optimusbt.com