Simplifying Contract Lifecycle

Management with SharePointA SharePoint based eContracts system with SharePoint’s document management, workflow, and collaboration capabilities.

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Products

• Purchasing Automation with SharePoint

• eCommerce with SharePoint

• Contracts Management with SharePoint

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Why a Contract Management System?

Need a Centralized Contract Repository

Better Manage Timelines & Milestones

Clarity in Obligations & Ownerships

Transparent Reporting & Tracking

Streamline the Contracting Process

Access Issues Information Silos Forgotten MSAsMultiple Platforms Lost Amendments & Addendums…….

Delayed RenewalsDelay Penalties Missed Deliveries Overdue Payments …….

Inconsistent Language Uncertain Clauses Casual ApprovalsPaper based, Labor Intensive …….

Unassigned ObligationsContract Outages Reminder Emails To Do Follow ups…….

No Audit TrailsInaccurate Performance Monitoring Lost Document Versions No User or Time Stamps…….

eContracts Overview

Built ground up on the SharePoint 2010 platform

Pre-built portal templates, workflow templates, and features for most of the common contracting scenarios

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

Optional integration 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

eContracts Overview (cont.)

Supported Contract Solution Areas

Buy Side Contract Management

Vendor Management Purchase Order Document Management Purchasing & Delivery Obligations Vendor Hierarchy based Views Vendor Performance Management

Customer Management Product/Service based Contract Views Invoice Timeline & Milestones NDAs and Licensing Agreements CRM Integrations

Sell Side Contract Management

Detailed Contract Document Review Workflows Contract Redlining Capabilities Document Automation for Clauses Clause Versioning and Reviews

Contract Management for Legal Teams

Functional Architecture

Organizing Enterprise Contracts

Repository Support for flexible contract metadata based on configurable contract types. Easily extend the system to manage other related business needs such as purchase orders, customer information, invoices User level views of the repository based on logged in user.

Contract Categorization Contract Categories: mapped to legal entities, departments, or locations in your organization- for better reporting and views Contract Areas: mapped to contract management users or groups- for better management of privileges and ownership Contract Types: mapped to functions such as purchasing, human resources, leasing- for better management of document templates, milestones, obligations, and clauses.

Contract Relationships Specify Contract Relationships such as Master Agreements at a contract item level. Tag Contracts with clauses associated with a contract with clause picker functionality.

End User Configurable Custom Metadata Contracting Process and Reporting Needs.

Managing Contracts

Contract States & Actions

Interacting with Business Users

Default states available are In Progress, Active, Executed, Expired & Archived Contracts. Contextual Contract actions and properties are based on the current Status of the Contract. Support for New Version of Documents, Edits and Approval workflow when In Progress. Tracking Milestones, Obligations, and Set Up Alerts on Active, Executed Contracts. Amendments, Renewal & Performance Review Actions of Expired & About to Expire Contracts. Move to Archives, Audit trail action on contracts ready for archival.

Common Business User interactions- Portal for Requesting for Contract, Review of Contracts, etc. Take action on assigned To Dos based on obligations managed by Contract Team Performance Review and notes on past and ongoing Contracts Search and Browse through reference public contracts.

Milestones, Obligations and Workflows

Milestones & Alerts Auto creation default milestones such as start date, renewal date, executed date, expiration dates. User defined milestones based on creation contract types such as delivery dates for sales contracts. User level subscription for email alerts and notifications Milestone reminders Calendar view of upcoming milestones.

Obligation Management Contractual obligations with ownership. Connect milestones with obligations for managing timelines. Obligation performance reports at a contract level.

Workflows & Tasks Workflows for routing contract approvals and reviews. Approval tasks with change request, commenting, and delegation. Parallel and serial routing options with manual or auto start options. Tasks with due dates and escalation.

Counterparties and Document

AutomationDocument Automation

Auto-populate content into standard document templates by submitting a simple form. Optionally map variable content with SharePoint list columns. Content in SharePoint Lists and Document stay in sync even when modified. Easy creation of templates using Microsoft Word add in controls and mapping with SharePoint Lists.

Counterparty Management

Comprehensive counterparty database management with contact information, documents, master agreements, etc. Managing counterparties in a hierarchical manner with multiple legal entities within each counterparty. Overall view of contract performance per counterparty. Optional contract publishing to counterparties for review via an external portal.

Reporting

Report Categories

Contract Performance Reports: milestone achievements, performance review reports Activity Reports: top actions at a contract level Obligation Compliance Reports: adherence to obligations with obligation achieved timelines Contract Commercial Reports: top value contracts, expected vs. actual commercials Contract KPI Dashboard: overall contract performance indicator User Reports: User level tasks, milestone achieved, and profile reports

Reporting Mechanisms

SharePoint View based Reporting SQL Server Reporting Services Reports [SharePoint Enterprise] Performance Point Server Reporting Dashboards [SharePoint Enterprise] Third Party Reporting Tools Integrations [Custom]

IntegrationsIntegration Mechanisms

Business Connectivity ServiceseContracts leverages Business Connectivity Services (“BCS”) feature to make seamless integrations possible through External Lists and External Content Types. These External Content Types and External Lists easily allow you to bring content from outside databases into the SharePoint to manage and display “live-data”.

The External List, which resides in SharePoint and stores the data according to an easily configurable data connection mapping. This list, once configured can be imagined as having the database table with SharePoint list interface. New external connections can be established easily through the Data Source explorer feature which allows for searching of external database tables and mapping of table elements with the External list metadata.

Pre-Configured External Content Types for eContractsSharePoint Site columns (metadata) are created within SharePoint that match up to the external data’s site columns (metadata). The eContractsTM framework has prebuilt configurations for some of the common integration needs.

Custom IntegrationseContractsTM can be customized to send and receive files from external systems. For example, flat files or spreadsheet can be exchanged for updating pricing information. (Great Plains integration would fall into this category)

Integrated Implementation of eContractsTM

Master Data Integration

Configuration Data Integration

Transactional Data Integration

Vendor MasterMaterial MasterPricing ListCustomer MasterProduct MasterService MasterOther Master Data

Company CodePurchasing OrgCommodity TypePayment TermsTaxesShipping TermsOther Configuration Data

Purchase OrdersWork OrdersInvoiceService EntryGoods ReceiptSales OrderQuotesTimesheetsOther Transactions

ERP CRM SRM Portals Accounting Legacy

eContractsTM Connectors

Possible integrations for an Integrated, Procurement focused implementation of eContracts

Single Division Contract Management

For individual BUs or SMBs with a single contract management function and or a limited deployment need.

Multiple divisions separated by Business Units or locations with highly integrated management needs. For example, utilizing a common master data but different processes level setup.

Ability to host multiple eContracts solutions for independent business units through a centralized SharePoint Managed Services infrastructure

Deployment Scenarios

Multi-Division Contract Management

Enterprise Contract Management

Implementation Methodology

FAQs

Our contracts are paper based. How do we upload existing contracts into eContracts?

How do we have our Vendor Database synchronized with the Counter Party list in eContracts?

What version of SharePoint do we need to install your product?

How do we collaborate and communicate with stakeholders and external users outside the Contract Management Team?

Do you support contract eSignatures?

If you currently have several paper based contracts, Optimus BT can help you with scanning and setting up the electronic contract repository for your organization. We work with the best scanning software in the market to achieve your goals.

eContracts’ Counter Party list can be synchronized with virtually any databases by extending SharePoint’s advanced integration capabilities.

eContracts is built and works on all versions of SharePoint 2010 including SharePoint 2010 Foundation. However, some advanced features like Document Automation, Hierarchical Legal Entities are supported only in the Enterprise version.

The business portal add on is available for sharing Contracts, Tasks, and Performance Review with business users within the organization. eContracts also works with a Extranet Portal for Contract Reviews, Sharing, etc. with your external vendors, customers or partners.

The eSignature module is an up coming add on to eContracts and will be available soon.

Partial List of Our Clients:200+ SharePoint Engagements

Including

Collaborative Commerce Product Suite

Intranet 2.0

Customer Collaboration Portal

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Business Intelligence with SharePoint

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And Many More…

Contact Us

770-569-1240info@corevocommerce.com

www.corevocommerce.com

www.optimusbt.com