Managing Contracts with SharePoint

A SharePoint based Contract Management Portal &
administration platform to automate and manage
the Enterprise Contracts Process
Automating and Managing Contracts
with SharePoint

OURPASSION
We think the internet and the adoption
of trends on the internet are leading
indicators 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.
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.
OURVISIONOURVALUE
Since 2005 been developing and managing SharePoint
Infrastructure and Solutions for 100s of clients worldwide.
Implementations include – SharePoint Architecture,
Infrastructure Implementations, Enterprise Intranets,
Business Applications, Business Intelligence, Industry
Applications among many others
Current Services include Office 365 Implementations,
Azure and SQL Cloud Implementations, SharePoint 2013
Migrations and Implementations, Business Solutions, Web
Portals and Intranets, Office and SharePoint Apps
Development
Developing many different types of Apps including the
Corveo eContracts Platform, Self Service Apps, Facilities
Apps, among others.

About eContracts
 A Comprehensive Enterprise Contract Management
System on SharePoint
 Developed to address Enterprise Contract
Management, Customer and Vendor Management
Needs (Including
Sourcing, Procurement, Proposals, etc.)
 Natively SharePoint – supports all SP Investments
 Scheduled Releases every quarter with ever improving
functionality and features including industry solutions
 Have a good process for upgrades, patches and
migrations of the platform
Migration tools
Import/Export tools
Dev, Staging, Production Migration
Support
Help Desk
 Full Service Implementations
Business Consulting - Sales, Procurement and
Financial Metrics Analysis
Contracts Analysis
Contract Process and Data Analysis
Analyze all of your contracts
Self Service Contracts versus Managed
Contracts
Vendor and Customer Onboarding Process
Infrastructure Consultation
Implementation Services
Integration and Customization Services
CRM Integrations
ERP Integrations
Cloud Services Integrations (Vendor Credit
Verification, Portal Integrations, among
others)
Maintenance and Support Services
With Maintenance Agreements – Free
Email
Support, Defect Escalation
Patch & Hot Fixes Management

Need for a Contract Management System
A Centralized Contract Repository
Milestone & Alerts Management
Clarity in Obligations & Ownerships
Contract Performance Tracking
Contract Cycle Time and Approvals
Improves Contract Visibility Centralized Access to Information Related Master Agreements Related Amendments & Addendums
Review TimelinesContract Expirations & Renewals Key Project Milestones Compliance Milestones
Automate Contract Templates Self Service Contracts Workflow Approvals & Reviews
Assign Obligation OwnershipsOn-time Obligation fulfillment Reminder Emails To Do Follow ups
Activity TrackingContract Dashboards & Alerts Summary & Tabular Reports Financial Metrics Compliance
Signatures
Contracts Automation
Organizational Hierarchies Delegation of Authority Configuration Rules based configuration
Contract History
Vendor and Customer Management
Vendors & Customer Data management Vendor Compliance & Tracking Customer Contract Performance
Engage Key Stake Holders

Contract Solution Areas
Procurement, Supply Chain &
IT Contract Management
 Vendor Management & On-boarding
 Procurement Contracts (IT, Purchasing, Services, Consulting, Supply Chain)
 RFx Management (Additional Module)
 Vendor Registration & Portal (Customized)
 Vendor Performance Management
 Integrate PO, Invoice Data from ERP or Other Source Systems (Optional)
 Customer & Trade Partner On-boarding
 Customer Contracts & Agreements (NDAs, Purchase & Sale, Trade
Agreements)
 Contract Request Management & Self Service Contracts
 Extend to Support - Proposal & Quotes
 Delivery & Invoice Timelines, Milestones
 Integrate CRM & Order Data (Optional)
 Product & Service Catalog (Coming Soon)
Customer Contracts & Trade
Agreements
 System of Record for Contracts
 Detailed Contract Document Review Workflows
 Contract Redlining Capabilities
 Document Automation and Clause Library
 Clause Versioning and Reviews
Corporate Legal and Contract
Teams

Organizing Enterprise Contracts
Repository
 Support for flexible contract metadata based on configurable contract types.
 Extend the system to manage other related business needs such as
proposals, quotes, RFx, 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.
 Specify Sub-Contractor Agreements and link to Prime/Master Contracts
 Manage Jobs, Project related meta-data, all related contract documents
End User Configurable Custom Metadata
Contracting Process and Reporting Needs.

Managing Contracts
Contract States & Actions
Self Service Portal
 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.
 Portal for Requesting for Contract, Review of Contracts, etc.
 Self Service Creation of Contracts for Sales, Service, Procurement & IT
 Multiple Contract Owner based alerts
 Contract Search & Access based on Security
 Take action on assigned To Dos based on obligations managed by Contract Team

Milestones, Obligations and Workflows
Milestones & Alerts
 Auto creation of 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, reviews, signatures, renewals and
cancellations
 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
Automation
Document Automation
 Auto-populate content into standard document templates by
submitting a Contract Creation Wizard/Questionnaire.
 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.
Vendor & Customer Management
 Comprehensive counterparty database management with contact
information, documents, master agreements, etc.
 Link Contracts, RFx, Proposals, Quotes with Customer and Vendor Records
 Overall view of contract performance
 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]

Integrations
Integration Mechanisms
Business Connectivity Services
eContracts 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 eContracts
SharePoint 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 Integrations
eContractsTM 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 Master
Material Master
Pricing List
Customer Master
Product Master
Service Master
Other Master Data
Company Code
Purchasing Org
Commodity Type
Payment Terms
Taxes
Shipping Terms
Other Configuration Data
Purchase Orders
Work Orders
Invoice
Service Entry
Goods Receipt
Sales Order
Quotes
Timesheets
Other Transactions
ERP CRM SRM Portals Accounting Legacy
eContractsTM
Connectors
Possible integrations for an Integrated views of Contract
Performance with Vendor, Customer data from CRM and
ERP Solutions like SalesForce.com, Microsoft
Dynamics, SAP, Oracle Financials

eContracts Product Overview
 Built ground up on the SharePoint 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
 Support All SharePoint
Versions (with variations)
 Extranet & Vendor Portals
 E-Signature Integrations
 All Email Platforms
Supported
 Support for both
SharePoint 2010 and 2013
(Oct. Release)
 Office 365 Support coming
by end of Q4 2013

Implementation Methodology
Configuration
Discovery
Feedback
Deployment
UAT
Sign Off
Product
Implementation
Model
BUSINESS PROCESSES & REQUIREMENTS ANALYSIS
CONFIGURATION& CUSTOMIZATION IN CLOUD
CLIENT WALKTHROUGH & OPTIMIZATION
CLIENT SIDE INSTALLATION
TRAINING & ACCEPTANCE
GO LIVE & SUPPORT
1. Initial Process Questionnaire
2. Requirements Gathering
3. Gap Analysis Document
4. System Customization & Configuration Document
5. Review of Process documents, templates, metadata
1. Cloud Environment Setup
2. Setup of Data model
3. Feature Activation
4. Configuration of Workflows, Artifacts, Views etc.
5. Implementation of Custom features, if any.
1. Walkthrough of Cloud Implementation with Client
2. Feedback Tracking
3. Updates and Optimization
4. Staging Acceptance
1. Packaging of Optimized Product
2. Setup of Client side environment
3. Product Installation
4. Installation Checklist
5. Migration of existing content
1. Training to wider audience
2. User Acceptance Testing
3. Administration Training
4. Operational Readiness
1. Release to all target audience
2. Project sign off
3. Start of Support Phase

Offer - Free Customized Business Case for Contract Management
 We will interview one or two of your Contract Administrators about your
Contract Process
 Analyze your key contracts, workflows
 Identify key pain points and savings with Contract Automation
 Provide an easy to understand report for Executives to be able to understand the
need for better contract management
 Why SharePoint is the right solution for Contract Management

Contact:
Ram Prabhala
ram@optimusbt.net
770-569-1240 x112
www.optimusbt.com

Managing Contracts with SharePoint

More Related Content

What's hot (19)

Viewers also liked (15)

Similar to Managing Contracts with SharePoint (20)

Recently uploaded (20)

Managing Contracts with SharePoint