Managing Contract Obligations and Milestones with SharePoint
Managing Vendor & Client ContractObligations with SharePointA SharePoint based Contracts system with SharePoint’sdocument management, workflow, and collaborationcapabilities.
We think the internet and the adoption FEATURED CUSTOMERSOUR PASSION of trends on the internet are leading indicators for the upcoming innovations in the enterprise. We are passionate Products about helping our customers interpret, leverage, and maximize the business • Purchasing Automation with SharePoint benefits of these incremental or • eCommerce with SharePoint disruptive trends and making it a reality • Contracts Management with SharePoint in their operating environment. SharePoint Add-Ons • Delegate n Extend for Active DirectoryOUR VISION Be a leader in the adoption of new and • SharePoint Room Reservation significant trends in the technology marketplace that influence our • Resolve 2.0 for SharePoint customer’s business. Pace ourselves to the urgent needs of our customers. Be a trusted Advisor. Add value to every Services relationship. • Intranets 2.0 • SharePoint Application Development • Idea and Innovation Management Uncompromising focus on the success of Social Platforms & Social Media • PARTNERSHIPSOUR VALUE every relationship, project and solution. • Project Management & Collaboration We go the extra mile, stay the extra night • Business Intelligence Solutions in our quest to help our customers achieve the 110% results from the investments they are making with us and the solutions we build.
Need for a Contract Management System Need a Centralized Contract Repository Improves Contract Visibility Centralized Access to Information Related Master Agreements Related Amendments & Addendums Better Manage Timelines & Milestones Track Deliverables Track Payments Track Renewals Track Penalties Streamline the Contracting Process Consistent Language Standardized Clauses Electronic Approvals Contract History Clarity in Obligations & Ownerships On-time Obligation fulfillment Assign Obligation Ownerships Reminder Emails To Do Follow ups Transparent Reporting & Tracking Contract Performance Tracking Activity Tracking Contract group productivity Commercials Compliance
Deployment Scenarios Single Division Contract Multi-Division Contract Enterprise Contract Management Management Management For individual BUs or SMBs with Multiple divisions separated by Ability to host multiple eContracts a single contract management Business Units or locations with highly solutions for independent business function and or a limited integrated management needs. For units through a centralized SharePoint deployment need. example, utilizing a common master Managed Services infrastructure data but different processes level setup.
Contract Solution Areas Buy Side Contract Vendor Management Management Purchase Order Document Management Purchasing & Delivery Obligations Vendor Hierarchy based Views Vendor Performance Management Sell Side Contract Customer Management Management Product/Service based Contract Views Invoice Timeline & Milestones NDAs and Licensing Agreements CRM Integrations Contract Management for Detailed Contract Document Review Workflows Contract Redlining Capabilities Legal Teams Document Automation for Clauses Clause Versioning and Reviews
Organizing Enterprise ContractsRepository Support for flexible contract metadata based on configurable contract types. Easily extend the system to manage other related business needs such aspurchase orders, 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 yourorganization- for better reporting and views Contract Areas: mapped to contract management users or groups- for bettermanagement 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 End User Configurable Custom Metadatalevel. Contracting Process and Reporting Needs. Tag Contracts with clauses associated with a contract with clause pickerfunctionality.
Managing ContractsContract States & Actions Default states available are In Progress, Active, Executed, Expired & ArchivedContracts. Contextual Contract actions and properties are based on the current Status ofthe Contract. Support for New Version of Documents, Edits and Approval workflow when InProgress. Tracking Milestones, Obligations, and Set Up Alerts on Active, ExecutedContracts. Amendments, Renewal & Performance Review Actions of Expired & About toExpire Contracts. Move to Archives, Audit trail action on contracts ready for archival.Interacting with Business Users Common Business User interactions- Portal for Requesting for Contract, Review of Contracts, etc. Take action on assigned To Dos based on obligations managed by Contract Team Performance Review and notes on past and ongoing Contracts Search and Browse through reference public contracts.
Milestones, Obligations and WorkflowsMilestones & Alerts Auto creation default milestones such as start date, renewaldate, executed date, expiration dates. User defined milestones based on creation contract types suchas 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 and reviews. 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 DocumentAutomationDocument Automation Auto-populate content into standard document templates bysubmitting a simple form. Optionally map variable content with SharePoint list columns. Content in SharePoint Lists and Document stay in sync even whenmodified. Easy creation of templates using Microsoft Word add in controlsand mapping with SharePoint Lists.Counterparty Management Comprehensive counterparty database management with contact information,documents, master agreements, etc. Managing counterparties in a hierarchical manner with multiple legal entitieswithin each counterparty. Overall view of contract performance per counterparty. Optional contract publishing to counterparties for review via an external portal.
ReportingReport 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 achievedtimelines 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 reportsReporting 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]
IntegrationsIntegration MechanismsPre-Configured External Content Types for eContracts Integrated Implementation of eContractsTMSharePoint Site columns (metadata) are created within SharePoint that match up tothe external data’s site columns (metadata). The eContractsTM framework has Master Data Configuration Data Transactional Data Integration Integration Integrationprebuilt configurations for some of the common integration needs. · Vendor Master · Company Code · Purchase OrdersBusiness Connectivity Services · Material Master · Purchasing Org · Work Orders · Pricing List · Commodity Type · InvoiceeContracts leverages Business Connectivity Services (“BCS”) feature to make · Customer Master · Payment Terms · Service Entry · Product Master · Taxes · Goods Receiptseamless integrations possible through External Lists and External Content Types. · Service Master · Shipping Terms · Sales Order · · ·These External Content Types and External Lists easily allow you to bring content Other Master Data Other Configuration Data · Quotes Timesheetsfrom outside databases into the SharePoint to manage and display “live-data”. · Other Transactions eContractsTM ConnectorsThe External List, which resides in SharePoint and stores the data according to aneasily configurable data connection mapping. This list, once configured can beimagined as having the database table with SharePoint list interface. New external ERP CRM SRM Portals Accounting Legacyconnections can be established easily through the Data Source explorer featurewhich allows for searching of external database tables and mapping of tableelements with the External list metadata. Possible integrations for an Integrated, ProcurementCustom Integrations focused implementation of eContractseContractsTM can be customized to send and receive files from external systems. Forexample, flat files or spreadsheet can be exchanged for updating pricing information.(Great Plains integration would fall into this category)
eContracts Product Overview Built ground up on the SharePoint 2010 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
Implementation Methodology BUSINESS PROCESSES & REQUIREMENTS ANALYSIS 1. Initial Process Questionnaire 2. Requirements Gathering 3. Gap Analysis Document GO LIVE & SUPPORT 4. System Customization & Configuration Document 1. Release to all target audience Discovery 5. Review of Process documents, templates, metadata 2. Project sign off 3. Start of Support Phase CONFIGURATION & CUSTOMIZATION IN CLOUD Sign Off 1. Cloud Environment Setup Configuration 2. Setup of Data model 3. Feature Activation Product 4. Configuration of Workflows, Artifacts, Views etc. 5. Implementation of Custom features, if any. TRAINING & ACCEPTANCE Implementation 1. Training to wider audience Model 2. User Acceptance Testing 3. Administration Training 4. Operational Readiness UAT Feedback CLIENT WALKTHROUGH & OPTIMIZATION 1. Walkthrough of Cloud Implementation with Client Deployment 2. Feedback Tracking 3. Updates and Optimization 4. Staging Acceptance CLIENT SIDE INSTALLATION 1. Packaging of Optimized Product 2. Setup of Client side environment 3. Product Installation 4. Installation Checklist 5. Migration of existing content
FAQsOur contracts are paper based. How do we upload existing contracts into eContracts?If you currently have several paper based contracts, Optimus BT can help you with scanning and setting up the electroniccontract repository for your organization. We work with the best scanning software in the market to achieve your goals.How do we have our Vendor Database synchronized with the Counter Party list in eContracts?eContracts’ Counter Party list can be synchronized with virtually any databases by extending SharePoint’s advanced integrationcapabilities.What version of SharePoint do we need to install your product?eContracts is built and works on all versions of SharePoint 2010 including SharePoint 2010 Foundation. However, someadvanced features like Document Automation, Hierarchical Legal Entities are supported only in the Enterprise version.How do we collaborate and communicate with stakeholders and external users outside the Contract Management Team?The business portal add on is available for sharing Contracts, Tasks, and Performance Review with business users within theorganization. eContracts also works with a Extranet Portal for Contract Reviews, Sharing, etc. with your external vendors,customers or partners.Do you support contract eSignatures?The eSignature module is an up coming add on to eContracts and will be available soon.