Sp Contracts Ts

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Contracts, ajlsoft, sharepoint

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  • Sp Contracts Ts

    1. 1. SharePoint and Ajlsoft Document A Contract Automation Solution Simple and flexible approach to provide the ability to automate and analyze contract data and documents Peter Ward Thom Staudacher
    2. 2. Session Agenda <ul><li>Productivity Gap </li></ul><ul><li>The What, The How, The Automation </li></ul><ul><li>Typical Company Scenario </li></ul><ul><li>The Flow of Information </li></ul><ul><li>Current Situation </li></ul><ul><li>Demo </li></ul><ul><li>Session Review </li></ul><ul><li>Questions </li></ul>
    3. 3. INFORMATION PROCESS Desktop Productivity <ul><li>Coordination & knowledge sharing is difficult </li></ul><ul><li>Business apps are hard to access </li></ul><ul><li>Can’t find information or people </li></ul><ul><li>Content is out of date & poorly managed </li></ul><ul><li>Too much paper and manual process </li></ul><ul><li>Poor data visibility </li></ul>Structured Unstructured Unstructured Work Unstructured The Productivity Gap ERP CRM Relational Database Office Applications
    4. 4. The “What” Contract Management Software Part 2 – Analysis-SharePoint (Dashboard) Part 1 – Contract Automation Rules Dynamics CRM
    5. 5. Contract Management Database Contract Management Software Data Checklist Automated Contracts
    6. 6. Demo- Contracts Options Scenarios The Players
    7. 7. Current Situations - With this company <ul><li>Observations can include: </li></ul><ul><li>Lack of defined approval processes, ownership and responsibility of terms </li></ul><ul><li>Silo-based, no flows from sales-pricing-contracting-delivery </li></ul><ul><li>Paper-based with little automation to assist with day to day work </li></ul><ul><li>Higher probability for risk and errors </li></ul><ul><li>Excess “non-value added” work by all stakeholders and lack of productivity </li></ul><ul><li>Desire to improve: </li></ul><ul><li>Create more efficient processes (quicker response and identifiable metrics) </li></ul><ul><li>Greater customer satisfaction </li></ul><ul><li>Automated contract request submission tool via Outlook email submissions </li></ul><ul><li>Shared contract status tracking </li></ul><ul><li>Query and reporting capabilities </li></ul>
    8. 8. Inflow Of Information Sale is complete <ul><li>Issue tracking </li></ul><ul><li>Ownership </li></ul><ul><li>Accountability </li></ul><ul><li>Workflow </li></ul><ul><li>Contract type established </li></ul><ul><li>Ownership assigned </li></ul><ul><li>Information pushed into the contract </li></ul><ul><li>Rules established </li></ul>Legal Contracts Contract complete <ul><li>CRM updated </li></ul><ul><li>Relevant parties notified </li></ul>
    9. 9. <ul><li>Pain Points </li></ul><ul><li>Too much cutting and pasting </li></ul><ul><li>Too many emails with different version attachments </li></ul><ul><li>Errors on the contracts </li></ul><ul><li>A continuous fire drill with contract management </li></ul><ul><li>Her day can be summarized as busy, but not fully productive </li></ul><ul><li>Her Desire </li></ul><ul><li>Contract automation, with information flowing from 1 system to another </li></ul><ul><li>A single place to assign contacts and tasks relating to contracts </li></ul><ul><li>Single entry, not double entry of information </li></ul><ul><li>Workflow </li></ul><ul><li>To obtain a wide angle perspective of contracts processes and data, and be able to zero in on critical issues that require actions </li></ul><ul><li>Standardized business rule process </li></ul>Demo- Contract Automation
    10. 10. Demo- Contract Automation <ul><li>Pain Points </li></ul><ul><li>Wants contracts processed faster </li></ul><ul><li>Feels contracts get held up in legal, which affects his teams compensation </li></ul><ul><li>Wants better customer satisfaction </li></ul><ul><li>Dealing with the contracts department is a major distraction on his actual job. </li></ul><ul><li>His Desire </li></ul><ul><li>Better discovery of contract information </li></ul><ul><li>Enable more timely delivery </li></ul><ul><li>Accountability on contract process </li></ul><ul><li>Less telephone tag with contract managers and legal </li></ul>
    11. 11. <ul><li>Pain Points </li></ul><ul><li>There’s growth in the business, but there are labor intensive bottle necks. </li></ul><ul><li>Quality control- risk and errors on controls </li></ul><ul><li>His Desire </li></ul><ul><li>Standardized repeatable process </li></ul><ul><li>Integration of technology </li></ul><ul><li>Create metrics </li></ul><ul><li>Develop a platform for growth. </li></ul>Demo- Contract Automation
    12. 12. <ul><li>Masters Service Agreement (MSA) contract, non Express (negotiation) workflow </li></ul>In The Example <ul><li>2 Word documents Contract Master (“check list”) -Editing MSA contract- End result </li></ul><ul><li>Demo </li></ul><ul><li>Business logic </li></ul><ul><li>Integration of the documents/ SharePoint/ SalesLogix </li></ul><ul><li>Dashboard displays </li></ul><ul><li>Issue tracking </li></ul><ul><li>Assignments </li></ul><ul><li>Accountabilities </li></ul>Contract Master MSA End result sent to client CRM Business logic defined Populated from CRM
    13. 13. DEMO
    14. 14. Session Review <ul><li>Key Benefits </li></ul><ul><li>Improve efficiency and reliability </li></ul><ul><li>Customer satisfaction </li></ul><ul><li>Integration from server based to desktop based activity </li></ul><ul><li>Improve accountability and accuracy </li></ul><ul><li>Relevant To Other Documents </li></ul><ul><li>SOW </li></ul><ul><li>Software license agreements </li></ul><ul><li>Insurance </li></ul><ul><li>Inspection reports </li></ul><ul><li>Legal </li></ul><ul><li>Human resources </li></ul>
    15. 15. Questions

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