Alfresco based-Contract Lifecycle Management Solution-July19’2012


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A robust and Open Source contract management system to simplify the contract management process with workflow engine.

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Alfresco based-Contract Lifecycle Management Solution-July19’2012

  1. 1. Alfresco based CLMS Solution July 19, 2012Presented ByHarish Ramachandran – Cofounder & VP – Global Presales, CIGNEX DatamaticsArun Nithyanandam – CLMS Architect, CIGNEX Datamatics
  2. 2. Today’s Agenda • About Alfresco • What does CIGNEX Datamatics do? • Alfresco Platform – Delivering Integrated Business Ecosystem • Contract Lifecycle Management – CLMS based on Alfresco – Demonstration • Free Assessment Offer CIGNEX Datamatics Confidential 2
  3. 3. Alfresco is now the largest open source content management company in the worldFounded in 2005, with offices in London & AtlantaOver 3 million community downloads250+ global channel partners2,500 customers in 55 countries, including… CIGNEX Datamatics Confidential 3
  4. 4. Document ManagementThe Capture, share & retain corporate content, including documents, video, images & graphics filesAlfresco Records ManagementPlatform Ensure governance, compliance and retention of company or government records Web Content Services Author, collaborate & publish to Drupal, Liferay, JBoss Portal or your custom web app Enterprise Collaboration Create, share, collaborate, iterate & discuss content. Then publish to social channels. Open Source Platform Build content-rich apps and websites using RESTful APIs or Java & open standards like CMIS & JSR 168 CIGNEX Datamatics Confidential 4
  5. 5. The Alfresco 4 Business Case Forrester Study, December 2011: Alfresco Enterprise pays for itself in 10 months. But Alfresco Enterprise 4 goes even further, with… • Increased User Adoption = Increased Enterprise Value – The more employees that use ECM, the more ROI • Decreased Need for Other Tools = Fewer Vendors, Lower Costs – Built-in social publishing, free mobile apps save you money • Performance, Scalability & Admin Improvements = Lower Operating Costs – Less downtime, more users and content per instance, easier administration saves time & money • B2B Collaboration Outside the Firewall = Higher Productivity – With Alfresco in the cloud sync (due Summer 2012), employees can more easily collaborate with outside partners and suppliers, meaning higher overall productivity CIGNEX Datamatics Confidential 5
  6. 6. About CIGNEX DatamaticsA subsidiary of Datamatics Group Services Limited CIGNEX Datamatics Confidential 6
  7. 7. What Does CIGNEX Datamatics Do? Since 2000, CIGNEX Datamatics has helped clients save over $500 Million USD by adopting commercial Open Source software across 250+ implementations Time Saving CIGNEX Datamatics Confidential 7
  8. 8. Where We Can Help Youweb content management portalsdocument management DAM intranets records management e-commercedigital asset management social collaboration big data/analytics integration & ESB business intelligence mobile appsbusiness process/BPO SAP/ ERP apps enterprise search CLMS Open Source Center of Excellence (CoE) CIGNEX Datamatics Confidential 8
  9. 9. Alfresco Practice at CIGNEX Datamatics • Close working relationship since 2005 – Platinum Partner – Conduct Alfresco training worldwide • Global Platinum Partner – Deployed over 50 enterprise solutions – Over 50 Alfresco consultants 2010 Alfresco North America Partner of the Year – Developed Accelerators & frameworks • Toolkit: Migration from Documentum • Contract Lifecycle Management 2010 Alfresco APAC • Achievements Partner of the Year – Alfresco “Recognized Developer” – Authored 4 Alfresco Books – 2010: Alfresco Partner of the Year – 2008: Best North American implementation of the Year – 2007: WCM Implementation of the Year CIGNEX Datamatics Confidential 9
  10. 10. Alfresco as a Platform DeliveringIBE - Integrated Business Ecosystem CIGNEX Datamatics Confidential 10
  11. 11. Alfresco: Integrated Business Ecosystem Stake Holders BI • Employees CRM E-commerce • Clients Business • Partners Portals Learning Legacy Applications • Suppliers Management • Government ERP ECM • Bank Building a technology platform to compete in the connected economy CIGNEX Datamatics Confidential 11
  12. 12. Alfresco Implementations by CIGNEX Datamatics IndustryHealthcare High Tech Telecom, Media, Education Government Travel & BFSI Hospitality Entertainment Solutions ECM, Portals & Social Collaboration, Workflows (Staffing Solutions, CLMS) Integrations Applications Document Record Web Content Enterprise Content Integration Management Management Services Collaboration And Services CIGNEX Datamatics Confidential 12
  13. 13. Alfresco Integrations by CIGNEX Datamatics RPM RESTful Web Services/ Web Scripts/ CMIS Versioning Workflow Security Modeling Search Scripting Alfresco DM Templates X-forms Transformations Rules Engine External Feeds External Apps (News XML, ZIP, Email, (Digital Assets, Meta- DAM System, Administrators Scanners, Fax, Others) Data) Asset Storage CIGNEX Datamatics Confidential 13
  14. 14. Contract Life Cycle Management CIGNEX Datamatics Confidential 14
  15. 15. Why CLMS ?  A proactive & methodical management of Contracts from initiation through award, to compliance and renewal  Acts as a key link between Strategy & Execution  Encompasses all critical business functions –  Sales  Marketing  Purchases  Finance  Legal  HR & Suppliers/Customers CIGNEX Datamatics Confidential 15
  16. 16. Benefits of CLMS • Key Benefits – Cut contract cycle time, greater visibility and boost productivity • Centralized Repository and an Enterprise-wide, structured process to manage contract creation and execution • Automated workflow for contract review and approvals • Recognize revenue quicker • Take advantage of renegotiation to improve terms • Effectively manage contract milestones via automated alerts – Ensure Compliance • Avoiding penalties and sanctions by ensuring operational and regulatory compliance • Obligations management capabilities and key performance indicators to improve contract compliance and performance CIGNEX Datamatics Confidential 16
  17. 17. CIGNEX Datamatics Contract Management Expertise • Over 10 Years in the Contract Management Domain • Industries – Pharmaceutical, BFSI, Bio Tech, Media, Diagnostics, Energy, Defense, Manufacturing, Consumer Goods • Involved In – Business Analysis – Design – Implementation – Roll out – Product Management • Open Source – Contract Management Solution CIGNEX Datamatics Confidential 17 17
  18. 18. Contract Lifecycle Management Solution Based on CIGNEX Datamatics Confidential 18
  19. 19. Alfresco 4.0 for CLMS Share Drag & Drop Site Content Administration Platform For portals Activiti Alfresco as a Cloud Workflow CLMS • Central Repository with security privileges • Automated business processes – Workflow, Business Process Management • Facilitating collaboration among departments • Reducing manual overheads as well as paper or storage costs • Document retention & compliance to regulations CIGNEX Datamatics Confidential 19
  20. 20. CIGNEX Datamatics’ CLMS Framework Contract Document Contract History Metadata Correspondence Workflow Approvals Compliance CIGNEX Datamatics Confidential 20 20
  21. 21. Features of CLMS Framework Drafting Reviews, Approvals Spend Details Preferred Suppliers Contract Validations Storage, Audit Trails Resource Optimization Process Improvements Creation 3rd Party Approvals Contract Contract Redlining Analysis Negotiation Versioning Activation Amendments, Renewals Commitments Notifications / Alerts Contract Contract Capture signatures Setup Expirations Search & Reports Administration Execution Central Repository Terminations Contracts live a complex lifecycle CIGNEX Datamatics Confidential 21 21
  22. 22. Drafting Best Process Workflow Applicable to Draft New Agreement Action New Agreements created in the system Multiple Activities Draft agreement Internal reviews Internal approvals External negotiations Collect signatures Activate Agreement Activity Description Default Responsible Owner Draft Document Prepare documents Contract Manager Reviews Review agreement language based on clause Reviewers level reviews Approvals Approve based on Approval authority / Contract Approver Corporate policies Negotiations Negotiate with external party Contract Manager CIGNEX Datamatics Confidential 22 22
  23. 23. Why an Auto Parts Company needed CLMS • Client Overview – From a single store in 1950s to over 3,500 stores with more 45,000 team members • Why Open Source based CLMS was needed? – To manage all their supplier agreements – To renew their supplier agreements with the latest approved supplier policies – To properly maintain multiple versions through redlines during negotiation – To enforce internal approval policies and guidelines CIGNEX Datamatics Confidential 23
  24. 24. Customized CLMS for an Auto Parts Company • Solution Features – Integrate with Supplier Master for Reports approved product Active Directory lines Contracts – Integrate with Supplier Master for Signature Authority Products / DOA Approvals Services Spend Details • Benefits PO based on Contract recorded in Contract – Only approved product lines in the Suppliers agreement Payment – Ensure validity of the System agreement by having Send Payment on policy driven Purchasing PO’s 3-way match approvers and Receipts Mark Payment Sent signatories Invoices CIGNEX Datamatics Confidential 24
  25. 25. CLMS Framework Technical Specifications • Technology Platform – Alfresco 4.0 Enterprise Edition – OS: Redhat Enterprise Linux – Database: MySQL CIGNEX Datamatics Confidential 25
  26. 26. Customized CLMS for a Bank Solution Overview Benefits • Implementation of a regional procurement & Contract • Reduced TCO by 70% management system for a southeast Asian bank for a leading Asian – Multi-country roll-out and support for 3 languages Banking & Financial – Integration with Peoplesoft Account Management & Accounts Payable Services Group by Systems rolling out an Alfresco based Contracts & Procurement System across 5 countries • Improved operational efficiency by 90% and migrated 5,000+ legacy contracts CIGNEX Datamatics Confidential 26
  27. 27. DemonstrationContract Lifecycle Management Based on CIGNEX Datamatics Confidential 27
  28. 28. Creation of a Contract • Contract is created by either uploading any current document / folder or by creating a new file CIGNEX Datamatics Confidential 28
  29. 29. Drafting of Contract • Contract which was uploaded / created goes through the next step of creating workflow CIGNEX Datamatics Confidential 29
  30. 30. Contract Workflow Management • After the contract is created, it is termed as “Draft Contract” as it is still under the process of reviewing and negotiation through the workflow operation as shown below CIGNEX Datamatics Confidential 30
  31. 31. Contract Negotiation • This workflow enables the negotiation phase where the particular contract is selected and particular comment is added for the workflow process CIGNEX Datamatics Confidential 31
  32. 32. Contract Review • The particular contract is sent to the designated authority for reviewing, changing the T&C’s, updating prices and to send for vendor signature CIGNEX Datamatics Confidential 32
  33. 33. Status of a Contract Analysis • This dashlet shows contracts which are • Active / Executed • Awaiting Activation (Approval) • Cancelled • Inactive CIGNEX Datamatics Confidential 33
  34. 34. Dashlet - My Tasks • User Tasks – A dashlet on each User’s page shows the upcoming tasks and status CIGNEX Datamatics Confidential 34
  35. 35. Free Assessment OfferThis assessment enables companies to maximize existing IT assets andbuild a roadmap of the vetted Open Source technology options to:• Reduce software costs up-to 70%• Help generate opportunities for growth and serviceThe FREE Assessment Offer Includes:• Situation Analysis For more information, please visit:• Gap Analysis• Recommendations/Roadmap or contact us at CIGNEX Datamatics Confidential 35
  36. 36. Thank You. Questions? CIGNEX Datamatics makes Open Source work for you! Arun Nithyanandam Harish Ramachandran 1-408-886-9945 1-408-886-9934 CIGNEX Datamatics Confidential 36