Addressing Contract Management Needs with SharePoint

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.

We think the Internet and the adoption FEATURED CUSTOMERS
OUR PASSION

of trends on the Internet are a leading
Indicator for the upcoming innovations in
the Enterprise. We are passionate about Products
helping our customers Interpret, leverage
and maximize the business benefits of • Purchasing Automation with SharePoint
these incremental or disruptive trends • eCommerce with SharePoint
and making it a reality in their operating • Contracts Management with SharePoint
environment.
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Be a leader in the adoption of new and
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significant trends in the technology
marketplace that influence our
• Resolve 2.0 for SharePoint
customer’s business. Pace ourselves to
the Urgent needs of our customers. Be a
Trusted Advisor. Add Value to every Services
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every relationship, project and solution. • Project Management & Collaboration
We go the extra mile, stay the extra night • Business Intelligence solutions
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achieve the 110% results from the
investments they are making with us and
the solutions we build.

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

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

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.

- Aberdeen Report

Day in the Life of a Contract Administrator

The person I have too many
approving the back and forth emails
contract is on leave around contracts to
Say what? We keep track of
need to review all of
our contracts – it will
take sometime to pull We never knew that
all of them together the contract was up for
renewal. We have too
many contracts to keep
The version I have
track of
is outdated, I need to We have missed a
hunt for the latest few milestones on the
version. contract. We don’t
have a system to track
all of these

Is there a quicker
I’ve emailed it to all
way to get a signature
the stakeholders for a
than faxing it to them?
review and approval

The Biggest Pain Points in Contract Management

Authoring Inefficiencies &  Inadequate & inaccurate information to authors on negotiated information such as
budgeting, services, and performance levels
Turnaround Delays  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 &  Non-availability of single point for organized, searchable, & reportable contract information
 Securely sharing of renewal, updates, obligations to multiple stakeholders
Sharing Issues  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  Poor visibility of metrics, performance levels and payments, penalties
 Non-conformity goes unnoticed and unaccounted for resulting in loss of negotiated prices
Compliance & Obligations  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

Continuous process evaluation with improvement efforts; Best of
Continuous breed systems implemented; Enterprise-wide adoption with active
Level 5 Improvement
participation

Systems integrated with related processes like sourcing and
accounting. Collaborative contract creation and management
Level 4 Integrated extended to suppliers

Formalized process with mandates and monitoring. Automated
contract management systems in place with well-defined ownership
Level 3 Measured and accountability

Basic processes in place. Formal storage and approval process. Limited
and time consuming tracking, ownership . Not a strategic initiative
Level 2 Structured

Usually manual and email based; Informal documentation; Very little
formal process
Level 1 Ad Hoc

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
Simplified Vendor Selection!
access our development and product engineering resources
on-demand for all solution level issues

Feature Summary

1. Creation & Documentation 3. Management & Governance 5. Access Control & Security
 End user contract requisition with  Well organized contract repository  Item level contract permissions with
intuitive forms with identification privilege levels
 Supporting content forms &  Contract versioning and audit trails for  User groups and accounts integrated
attachments for budgeting, scope of work, continuous tracking with Active Directory
deliverables, KPI  Configurable contract metadata and  Target audience group based display of
 Auto- contract document generation categorization option reports, components, and actions
with standard templates  Master Agreement and addendum
relationships.

2. Delivery & Approval Routing 4. Collaboration & Tasks 7. Monitoring
 Contract sharing features for review,  Alerts on milestones including renewal  Monitoring of contract statuses from
approvals, signature collection, and and expiration dates, delivery timelines requisition to archival with time duration
reference  Activity subscriptions for contract for each status
 Workflow based approval routing events such as updates and status  Reporting on contract performance
based on pre-defined conditions changes and turnaround time
 Review and digital signatures from  Auto task assignment for approvals  SQL reporting server based report
external parties such as vendors and and other contract obligations creation
customers.  Contract comments and discussion
boards for stakeholder interaction.

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

3. Best of Breed
 Integration with organization’s existing
2. Optimizing master data from CRM, Accounting or ERP
systems.
 Document automation with standard
1. Enabling templates and clauses
 Process integration with sourcing
contracts (procurement), CRM (sales)
 High levels of user awareness and  Highly collaborative environment with
 Centralized Contract Repository adoption of the system suppliers, partners collaborating on
 Conversion and migration of existing  Robust identification and workspaces, meeting spaces
contract to standard electronic formats categorization of contracts with ID,  Third party digital signature
 Basic categorization, search, and search, categorization and taxonomy implementation
identification features  Workflows and tasks for approvals,  Business Intelligence and advanced
 Readily available with restricted access monitoring, and governance processes performance analytics
 Contract views and basic status reports  Supporting documents, information,
and attachments manageable within the
system.

Implementation Options
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

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  Easy configurable workflows with SharePoint Designer
Needs  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

Advanced Content Management  External DB Connections through BCS
Needs  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

Collaboration & Transparency  Collaborative workspaces
Needs  Wiki based end-user content authoring
 Calendaring, workspaces, discussion boards
 Real-time dashboards and KPIs

Contract Management System
Demo

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

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

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

Requisitions 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

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

2 Requisition attachments shows
for supporting documents and files
for each requisitions such as RFQs,
SOWs, etc.
1

Create Requisition Form
1 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
1 creations is validated and available
before submission.

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

2 For each contract, metadata
information is displayed based on
1
the logged in user.

Comments allow for collaboration
2 and tacit information sharing of
contracts.

Vendor Management 1 Vendors can be managed within
the application along with master
agreements, contact information,
product and service offerings.

1

Vendor Approval 1 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.

Contract Lifecycle Management

BENEFITS
 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

Our Collaborative Engagement Model

Implementation Plan Prototype & Design
Approach
· Workshop & Discussions
· Customization and
· Feature Prioritization Configuration
· Process Mapping Approach
· Review & Approval · Infrastructure/System
Set up
1 2
2

Consulting
OPTIMUS BT Team

Analysis

Technical

Support

IT

Other Teams
Customer Team

4
4 3
User Acceptance
Stabilize & Roll Out Testing:
· Deployment and · Solution
Support Implementation
· Training · Data Migration
· Go Live · Testing and
Stabilization

Thank You

www.optimusbt.com

Addressing Contract Management Needs with SharePoint

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Addressing Contract Management Needs with SharePoint