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DocStation contractmanagement

DocStation contractmanagement



DocStation is a webbased contract management system with build in e-sign engine. contract compliance, contract management, contract generation, standardisation and contract execution. Check the ...

DocStation is a webbased contract management system with build in e-sign engine. contract compliance, contract management, contract generation, standardisation and contract execution. Check the website http://www.docstation.be Starts at 200 euro / month for unlimited users and 100 MB webspace



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    DocStation contractmanagement DocStation contractmanagement Presentation Transcript

    • A web based contract management tool
    • Agenda
      • Welcome
      • The paradox
      • The business case for automated contract management
      • - The issues
      • - The solutions
      • - ROI
      • DocStation – a walk through
      • DocStation offerings
      • Questions?
    • Paradox
      • Your contracts are your business
      • All business is based on contracts, whether verbal or written contract
      • Verbal agreements – problem of proof and evidence
      • Best written contract is worthless, if not managed properly
      • yet, little attention to tracking and managing contracts
    • 2. The business case for automated contract management
      • 90% of enterprises view effective creation, monitoring and management of contracts as either “very important” or “critical” to their overall success
      • ( Aberdeen Group Survey )
      • 81% of companies report that just locating a contract is problematic
      • ( IACCM Survey of 100 global 2000 companies)
    • The issue … Does this sound familiar?
      • I am not sure where all contracts are being stored
      • Contract templates are being recycled
      • Multiple versions of the company’s standard terms are spread all over the company
      • We don’t have paper contracts with all our customers/suppliers
      • In many cases, we don’t get back an original duly signed contract. A fax copy is the best we can get.
      • We are unable to efficiently retrieve important information out of our contracts
      • It is not excluded that deadlines and milestones have been or will be missed. We simply don’t know.
      • We are unable to track performance of our suppliers; our suppliers are managed through lunch in a decent restaurant
      • We don’t know how to verify or improve compliance
    • The issue … Ineffective contract management
      • Contract management remains a major or significant source of operational weakness amongst many SMEs and corporations . CM is a largely fragmented activity at most companies:
      • Why?
      • Lack of formalized contract management procedures
      • Inefficient, labour-intensive processes
      • Limited visibility into corporate contracts
      • Ineffective monitoring and management of contract compliance
      • Inadequate analysis of contract performance; difficult to obtain quantitative measurements since no tools exist
    • The issue … Ineffective contract management
      • Contractual “give aways”: watch out for:
        • evergreen renewals: auto-renewal implies missed savings opportunities
        • maverick buying: up to 30% of a typical company’s purchase occurs outside of a contractual agreement
        • missed discounts or pricing errors
        • milestone slippage and penalties
        • regulatory non-compliance
      • Multiple parties involved in negotiation and none of this knowledge is captured in a systematic way
      • Distributed ownership of contracts; each unit applies its own system or method before slinging it over the wall
      • Information is fragmented and inaccessible; dislocation of knowledge between islands of information
    • Islands of information
    • The issue … Obvious business risks
      • Contracts lacking critical documents or terms
      • Vendors may be overcharging
      • Customers may be undercharged
      • Loss of documents
      • Lack of visibility for timely analysis of new regulation
      • Critical contract events may be missed
      • Current tracking solution unreliable
      • Redundant contracts executed by separate divisions
      • Inefficient use of and wasted time for resources
      • Compromised customer loyalty
    • Solutions : contract optimization Six Steps to better contracts
      • Contract Optimization:
      • the process
      • of systematically and efficiently managing
      • contract creation, execution, compliance and analysis
      • for the purposes of maximizing operational and financial performance and minimizing risk
    • Solutions : contract optimization Six Steps to better contracts
      • Standardize your contracts
          • standard language minimizes inconsistencies
          • Pre defined contract options will streamline contract process, reduce approval process and ensure completeness
          • contract professionals can focus on more strategic activities; avoid repetitive legal review and save €
          • Define profitable contract templates that can be recycled in the future
          • Save and incorporate the “best of the best” templates
          • Analyze existing contracts and understand what works and what can be improved
    • Solutions : contract optimization Six Steps to better contracts
      • Develop and implement a company wide contract process
          • Define roles & responsibilities
          • Determine what approval processes can be standardized and automated
      • Develop a central repository for all your contracts
          • Provide easy access to users
          • facilitate leveraging
      • 4. “Activate” contract terms in transactional systems
          • Leverage collaboration; workflow based approval processing between buyer and seller;
          • E-mail with linkages to contract management applications
      • 5. Improve ability to analyse contract performance, compliance and risk
          • For the buy-side contracts, are we leveraging volume discounts?
          • For the sell-side contracts, are we billing at the right price based on volumes? Are deductions being handled properly?
      • 6. Improve automation of contract management life cycle
    • Integrated approach
    • No thanks …Reasons for not automating contracts
      • We don’t have enough contracts …
      • We don’t have resources to enter all those contracts …
      • We don’t want to share information with other departments …
      • We only work with standard terms …
      • We’ve never had serious contract issues …
      • We are not in charge of the contracts or the tools …
      • We don’t have the budget; it’s too expensive …
      • We wait for next generation software …
      • My self made spreadsheet (access – excel) will do the job …
      • We want to avoid transparency and work load visibility …
      • Yet another system …
      • IT is too busy.
    • ROI Obvious and Quick
      • Improved compliance with procurement terms (e.g. discounts)
      • Reconciliation of procurement and sales orders to the contracts
      • Reduced legal support for the identification of alternate acceptable terms and conditions
      • Reduced time to contract and contract research time
      • Potential for more efficient external and internal audit review of contract financial exposures
      • Visibility and transparency on work load and work flow.
    • ROI Obvious and Quick
      • Reduced risk associated with potential contract exposures
        • Contract terms in compliance with policies
        • Visibility of exposure to external events
        • Reduced reliance upon key personnel, electronic spreadsheets and manual procedures to track contracts
        • Visibility into all documents (e.g. amendments, schedules, etc.) for a contract
      • Improved information and insight into customer or vendor relationships
      • Risks of “evergreen renewals”; “maverick buying”; pricing errors; milestone slippage and penalties are avoided
      • Platform for customer profitability and vendor performance
      • Support for automated disaster recovery
    • The solution
    • DocStation: a walk through
      • What do you need to work with DocStation?
      • Internetconnection (webbased)
      • Recent MS internet explorer browser
      • DocStation Account (credentials)
      • What do you need to e-sign a pdf-contract?
      • Email address + internet connection
      • Adobe acrobat reader (free)
      • A qualified digital certificate (e-ID or other qualified certificate)
    • Web-based!
      • Advantages WEBBASED +SAAS:
      • No infrastructure costs
      • No need of tech-profile employee
      • No worries about :
          • backups
          • security issues
          • Updates
          • Uptime (SLA)
          • Budget (fixed price)
      • - Everywhere & anytime
      • Only need of IE 7.0 + internet
      • * firefox = ok , but d2s-client : Q3 2009 **d2s-client = detection of valid certificate stored on your PC
    • Simple configuration
    • 1 Account & # Domains
    • Users
      • External persons : can be invited to sign a pdf-contract. They can download the signed pdf-contract
      • Users of DocStation have different roles / rights :
        • read-only
        • make drafts
        • send out sign-invitations
        • create users
        • set notifications
        • delete or archive contracts
        • Etc ...
    • User-model Type users: Account manager: makes domains + contract-types per domain Domain manager : creates users + templates per domain Editor in chief : gives ok on drafts + sends sign-invitations Editor : drafts of contract , archiving … Viewer : read only External persons can get invitations by e-mail to sign PDF contract (but is not a user of DocStation) A USER CAN BE ANYBODY - ANYWHERE - ANYTIME
    • How to create a contract-draft:
      • 5 ways:
      • Template
      • Webform : fill in empty fields (customization)
      • Clause library : “x” + “y” + “z”
      • Copy of an existing sign-item
      • Uploaded document
      • End result is always a PDF contract generated from your contract and his attachments.
    • Security
      • A class data center : redundant internet-feed, access-security, right environment for servers: airco, dust free, fire protection, generators in case of electricity failures and major outages, ...
      • Servers : no single point of failure (hdd, nic, power supply , ...) + A brand server
      • Backup : daily incremental + weekly full back ups + store backup on different locations ...
      • Passwords of users : are not and can not be known to anybody but the owner of that password
      • Delete is not really deleted : data can’t be “destroyed”
      • Dump of your contracts on request + webservices: real time
      • Virusscan of uploaded documents
    • How to catalogue a contract
      • Pick right DOMAIN
      • Pick right FOLDER
      • Create sign-item & pick TYPE of contract
      • Upload attachments of sign-item
      • Create meta-data on contract
      • Set notifications if needed
    • Status of contract
      • Contract LifeCycle
      • Draft : first development stage
      • Locked : contract is being altered by person x
      • Ready to Sign : invitation to sign + PDF transform
      • Signed : PDF is e-signed by ALL parties
      • Ended : termination date is reached
      • Declined : contract is declined by 1 party ... => Clone it, alter source files (lock / unlock) and start sign-procedure again.
    • Notifications
      • A contract can trigger an e-mail notification
      • The trigger is date-driven ...
      • Event-driven notification = customization
      • (eg : if contract reaches a certain value then person X needs to be notified ...)
      • sms notification is optional
    • Metadata
      • METADATA
      • Name tag on luggage = extra data about your contracts … eg: rating of supplier.
      • Can be DYNAMICALLY added or altered
      • Mandatory or optional meta-data => you decide
      • Adds extra value to your CMS
      • Meta-data set can be determined per contract-type
      • Extract Business Intelligence : eg: rating of suppliers, risks, value of contract, penalties, renewal date, renegotiation date …
      • Web service : mass import of data, export of data ( extraction, analysis and reporting of info) , functionality sharing (eg: trigger notification function) IN REAL TIME!!!
      • To be discussed between your IT and our IT, customization
    • Business Information about contracts
      • Without DocStation With DocStation
      • Software Licensing model
      • SaaS model
      • BPO model
      • White label model
      • Modular approach
      DocStation Offerings
      • Installation of DocStation at the customer’s premises (or a datacenter chosen by customer)
      • No limitations in terms of users
      • No limitations in terms of affiliated companies of the customer’s group that can make use of the system
      • Implementation time 3 à 6 weeks
      • Software license fee : 50K€ (VAT exclusive)
      • Set up and implementation services (10 à 20 days) or additional services, e.g. development of specific functionalities; integration with ERP; CRM; training; …
      • Maintenance fee (annual fee of 15% on the license fee and implementation cost).
      DocStation Offerings 1/ Software licensing model
      • No investments, no capex, no lead time
      • Only requirement = internet connection
      • All CM functionalities are provided as per license model
      • Set up fee including a training session at 950€
      • Monthly recurring fee = 200 € for a 12 months contract term
      • No limitations in terms of number of users or affiliated companies
      • 100 MB disk space included
      • Options :
        • - extra disk space
        • - helpdesk
        • - contract support
      • SLA included (e.g. availability; security; back up, etc)
      DocStation Offerings 2/ Software as a service model
      • BPO Business Concept
        • Long term contracting out of non core business processes with a view to create added value to the business
        • Contract Handling Service - “the extended enterprise for transactional and legal work”
      • Business Ratio
        • Manage expertise and not size
        • Leverage networked model and replace integrated structure
        • Manage what to deliver rather than how to deliver
        • Manage results not resources
        • Decrease costs and increase efficiency
      • How?
        • Trusted partner in legal and transactional process needs
        • Introducing domain expertise
        • Introducing efficient contract management (people/functionalities)
        • Fixed and Transparent Pricing
      DocStation Offerings 3/ BPO Model
    • DocStation Offerings 3/ BPO Model
      • We offer “contracts as a service”
      • =
      • full Docstation functionalities with legal & contractual support services for a fixed monthly fee !
      • Standard Contract Management solutions = a software vendor approach; we go beyond software …
        • expecting busy lawyer to adapt to technology that often causes the lawyers to feel that they have to do more work than without the technology
        • great value of tracking and reporting – but how to get the detailed information into the system
      • Legal process outsourcers = only provide the labour, but not an integrated technology platform
    • DocStation Offerings 3/ BPO Model
      • Benefits for your business
      • hosted contracts management platform supported by a team of lawyers and IT specialist designed to take advantage of the technology and the team.
      • No capex; no hiring; no set up fee; no lead time;
      • Fixed monthly “all in” fee depending on the support level required as defined during the initial audit phase
      • Flexible support intra or extra muros
      • Integrated into the business processes and requirements
      • Transferability and service delivery continuity
      • DocStation functionalities can be integrated as part of a broader offering;
      • Implementation of your “house style / brand”
      • e.g., Ollygos [CM as additional tool for outsourced back office support]
      DocStation Offerings 4/ White label model
      • E-contracting tool as part of the business process:
      • e.g., web sales
      • Web based collaborative tools between buyer and seller to improve “time to contract”:
        • outsourcing transactions
        • temporary company or consortium management.
      DocStation Offerings 5/ Modular Approach
    • keybenefits
    • Q&A
      • Questions?