Electronic Contract File Index Integrating information management systems and automating collaborative environments for record capture during the contract.

Electronic Contract File Index•Integrating information management systems and automating collaborative environments for record capture during the contract life-cycle

1

National Laboratories Information Technology Conference 2009

Courtenay TurnerErin Brown

Pacific Northwest National Laboratory

[email protected] [email protected]

Overview

Integrating business systemsAutomating contract file creationElectronic record captureBenefits and future enhancements

2

Areas of Opportunity

Current processPaper files

Minimal collaboration

Disconnected information systems

Emails and attachments

Multiple file versions and duplication

No central collaborative space or standardization

3

Electronic Solution

Central standardized collaborative environment for enhancing the contract life-cycleWeb-based Application

SharePoint platform

.NET customization

4

Application Architecture

5

6

Electronic Contract File Index

7

Reference Library Repository

8

Insurance Certificate Repository

Preliminary Hazard Assessment Repository

9

Supplier Search

10

Contract File Requirements

Allow collaboration in team workspacesInformation systems integration

Data synchronization

Automate contract file creation Standardized collaborative workspaces   Role based permissionsContract file index guideSupport final record storage

11

Automated Contract File Creation

12

Contract File Staging Area

13

Contract File Index Guide

14

Final Contract File Area

15

Benefits Achieved

CollaborationNo physical storageCentral repository for all contract filesStandardized collaborative workspacesIntegration with other business information systemsFile backupAutomated role based permissionsAccessibility and availability

16

Future Enhancements

Facilitate Electronic Record Storage with integration with HP TRIM softwareExpanding collaboration outside the businessContract file index guide and final document library relationshipAdvanced search capabilities

17

Questions

18

Courtenay TurnerErin Brown

Pacific Northwest National Laboratory | http://www.pnl.gov

[email protected] [email protected]