Contract Lifecycle Management
- 2. ASC Profile Tailored Contract Lifecycle Management Solutions Company Provides automated contract lifecycle for telecommunication and financial services organizations Privately owned, managed and controlled Profitable with recurring revenue stream since 1992 ISO 9001:2000 certified since 2002
- 3. ASC Vision To be the leading provider of tailored , market-specific contract lifecycle management solutions for the secure creation, approval, storage, and monitoring of legally binding agreements
- 4. Tailored CLM solutions Customer specific templates, data and workflow Built upon a core CLM platform (ASC Contracts™) Leverages market specific expertise and best practices Enhances existing systems and business processes
- 5. Solutions Powered by ASC Contracts™ Web-based platform delivering cost-effective tailored CLM solutions Automate business processes associated with creating and managing legally binding agreements Single repository of buy- and sell-side agreements Integrate with existing enterprise systems Facilitate agreement monitoring and compliance
- 6. ASC Contracts™ differentiators Bar-code to bridge paper and electronic world “ One-touch” capture and storage Ensures agreement authenticity Integrated, sophisticated workflow engine Supports complex workflows Receipt of signed agreement triggers downstream processing Reduce time to create and approve Highly extensible Designed to be tailored Flexible and comprehensive search capabilities Easily locate agreements Can be tailored to specific customer agreements Ease of use / adoptability Leverage familiar desktop tools Wizards Market specific components Supports market-specific business processes
- 7. ASC’s unique approach … a better fit! Tailored solution leveraging ASC Contracts ™ Subject matter experts incorporating a “best practices” framework with an iterative deployment approach Flexible delivery options “ Every industry sector has special contract life cycle management issues” - Andy Kyte, Gartner
- 9. ASC Contracts Login Screen This is the ASC Contracts login screen. An LDAP Server manages User Ids and passwords.
- 10. Main Menu / Simple Search Entering a valid user ID and password takes you to the main menu. Users can search by form number or Customer Name.
- 11. Search Results Select a record, or “Send” details to spreadsheet.
- 12. Contract creation and negotiation Simplified variable data entry with drop-down lists and text fields Capture key data with mandatory fields and validation rules Centralize custom and supporting documents with file attachments Simplify contract collaboration and negotiation with Microsoft Word documents
- 13. Field Validation Invalid postal code entered. Error message results with a request to correct & re-submit.
- 14. Document Distribution Users have the option to ‘send’ this document in legal form to a fax or email address. Alternatively, they can simply download it to their own PC .
- 15. Document Fax or Email To fax or email the document simply click send, select Fax or Email and enter all mandatory fields .
- 16. Document Download When you Download the legal document, it is displayed in PDF format with a unique patent pending bar code at the bottom of each page.
- 17. Generate, print, sign, and store Contract data and meta-data encoded in bar codes that appear on every page Ensures no repudiation of contract content Automates signed contract capture and storage with form in contract repository Variable data incorporated with standard terms and conditions to create complete contract Adobe PDF and Microsoft Word formats available with barcodes Editable Word version Uneditable PDF version
- 18. Centralized repository features Latest revision always available with form and revision numbers Integrated fax, email, download and print feature delivers entire contract, supporting documents, and cover pages Full audit trail of changes, transmissions, signed contracts Direct access to signed contract Kick starts life cycle workflow Configurable notifications and business rules Comprehensive search engine and reporting tools
- 19. Signed contract accessibility Bar code used to recognize, validate, and store signed contract eliminates need for data entry or scanning Online storage of signed contracts ensures accessibility to users regardless of location Centralized storage of form data, signed contract, and supporting documents facilitates tracking, reporting, and audits
- 20. Contract grouping Grouping and Hierarchy Hierarchical relationships provide at-a-glance summary and status by customer, supplier, and contract Auto-population of form data from parent to child records reduces rekeying and errors
- 21. Notifications Custom configuration of user groups, workflow, rules, and notification triggers ensure contract life cycle conforms to your business processes
- 22. Audit Trail - Revisions ASC Contracts increments the revision number with each change Records user name, field changed, old value, and new value Provides access to previous revisions and previously attached files
- 23. Audit Trail - Send ASC Contracts records transmission details each time a contract is faxed, emailed, or downloaded using the ASC Contracts send feature Details recorded include the send date, contract revision, user, transmission type, document sent, and any additional send details
- 24. Audit Trail - Receipt The most current signed contract image is available from the form and form list All signed images and email responses are recorded in the Receipt history including the revision, date and time received, type of document, and contents
- 25. Approvals Manual and automated status changes trigger workflow email notification to next individual/group in lifecycle and includes a link and/or copy of document Individually customized form list available to indicate priority forms Forms highlighted according to configurable business rules
- 26. Search ASC Contracts provides two search features Simple search for quick form retrieval Advanced search for complex query construction and across form groups Advanced search provides searches within any form field or fields common to form groups Search conditions using equals, less than, greater than, in, not in, between, not between, etc. possible Define date variables such as “today” and “in the next three months” for saved searches and reports Centralized saved searches for easy access Export search results to spreadsheet or use as basis for scheduled report
- 27. Advanced Search Contracts expiring in the next three months Contracts expiring in the next three months for suppliers named Jones All contracts with status of “pending signature”
- 28. My List My List is inbox of agreements for specific user.
- 29. Data Export Capabilities Selecting the Send button on any list screen will download all contents of the associated documents into CSV format to be analyzed in your choice of spreadsheet or database application.
- 30. Report Capabilities Define Report parameters - select users, fields and schedule report on-demand, daily, monthly and yearly.
- 31. My Reports
- 33. Key Benefits Reduced Costs Increased Productivity Data Accuracy Improved Compliance Oversight ASC Contracts
- 34. Generate Forms Online Automatic population of client data reduces re-keying errors Enforce edit rules UP FRONT – reduce back end errors Full audit trail to track who changed data and when Employees always using latest version of forms Restricted editing of forms How are Benefits Achieved?
- 35. Bar code on Form Encodes contents and provides non-repudiation – if documents are altered, you can prove it Automates signed agreement capture and storage – reduces imaging time and expense and misfiled forms Quick online access to signed forms How are Benefits Achieved?
- 36. Workflow and Approval Forms quickly routed based on workflow rules (e.g. enforce different business rules for strict supervision or Branch Manager approvals). History to track approvals and routing How are Benefits Achieved?
- 37. Searching and Reporting Search for accounts by customer, account status, work completed, etc. Scheduled daily, weekly or monthly reports allow compliance to proactively identify issues (e.g. accounts that require review, accounts with no hardcopy, etc.) How are Benefits Achieved?
- 38. Compliance Applications Search for simple errors (e.g. Branch address in client’s address fields) Find recent activity by selected users Analyze client profiles Analyze account profiles How are Benefits Achieved?
- 39. Security and Reliability Bar Code renders forms tamper-proof Data / communication encryption Daily backups, off-site tape storage Housed in secure facilities with Retinal Eye Scan for entry Backup power guaranteed Restricted access provides privacy compliance How are Benefits Achieved?
- 40. Summary Reduced Costs Fewer errors, forms completed correctly the first time Less handling at head office No more manual imaging of paper Increased Productivity Completion and submission of forms is simpler. Flexible searching and reporting Data Accuracy Field validation, business rules applied Improved Compliance Oversight Full audit trail Can’t alter image; provides non-repudiation Enforce approval workflows (including Supervision) Querying provides more oversight, performed more quickly
- 41. Customer Case Study – Union Gas Union gas will be presenting our solution at the American Gas Association in Nashville on May 22, 2007. Following is small excerpt from their presentation
- 42. Project Scope – What was the Business Need ? Single, web-based solution Consistent, repeatable contracting processes for 3 rd party service contracts Focus on ensuring compliance to the Union Gas Safety requirements Cost effective (limited budget) Available by end of 1st quarter 2007
- 43. The Approach Considered several options including: Using an existing internally developed application as a starting point and modifying it to our requirements Developing an in-house application from scratch Contracting an external vendor (most feasible from a cost, resource and time perspective) Searched the Web and our IT Information Database Identified several vendors Eventually narrowed short list to 3 Sent out RFI’s Evaluated RFI’s Made our selection
- 44. CMS Application Functionality Information User Contractor Insurance Workers Compensation PQA Contract Development Service Requests Bids Risks Contracts Oversight Tracking Mobilization Inspections/Worksite Reviews (WSR’s) Performance Summary Miscellaneous Tracking Incident Reporting Corrective Action (mentoring) Non-conformance Extensive Reporting Compliance… Statistics
- 45. CMS Benefits for Union Gas Contract management from cradle to grave Significantly reduces the number of oversight forms completed Helps Project Managers schedule when forms are due Extensive and easy to use query and reporting capabilities All fields available for reporting (can export to MS Excel) Contractor performance captured and used in future decision making
- 46. Advantages of CMS Technology Single application, relational database All forms are contract specific All forms are stored within system (replaces paper filing) Do not have to be a licensed user to receive notifications or reports Design is flexible enough to allow for future changes
- 47. Please Contact Curly Lippa Senior Business Development Executive Telephone: 416.461.6752 E-Mail: curly.lippa@ascnet.com