Best of Breed Contract Management, Sourcing & Procurement Solutions Jim Zelener \ National Sales Manager \+61 3 9819 5088
Jun 27, 2015
Best of Breed Contract
Management,
Sourcing & Procurement
SolutionsJim Zelener \ National Sales Manager \+61 3 9819 5088
Overview• Open Windows
• Sample Client List
• Contract Lifecycle Management
• Open Windows Modular Platform
• Key Area Overview
• Sourcing
• eTendering
• Contracts
• SRM
• Workflow
• Projects
• Analytics
• Integration
• Organisational Benefits
• Individual Benefits
• Documented Benefits of CLM
• Further Information
Open Windows• Established in 1994
• The Australian authority on Contract Management software
• Leading vendor of contract management software in Australia
• Delivers a world class, best of breed contract management solution
• Won prominent open tenders against Oracle and SAP
• Chosen to manage contracts for a large financial institution over Peoplesoft and Ariba
• Manages over 150 government and blue chip customers
• Microsoft Gold Certified Partner
• Wholly Australian owned, debt free, and profitable
Jeff Kennett Chairman of the Board
Adam McInnesChief Executive Officer
Shane McInnesChief Operating Officer
Op
en
Win
dow
s E
xecu
tives
Federal
Whole of State
State Departments Local Councils
Commercial
Sample Client List
Contract Lifecycle Management
Review• Review
notifications• Evaluation• Performance
reporting• BI• SRM• Extensions • Tasks • Reporting • Spend analysis
Develop• Procurement
planning • Projects • Risk
determination • Business case• Savings• Budget • Documents
Source• Sourcing stages • Teams• Alerts• Timeframes• RFx• Submissions• eTendering• Evaluation • Reports
Award• Create
documents • Document
versioning Alerts • Publish results• Notify parties• Reports • Process• Probity • Audit
Manage• Core repository • File notes • Compliance alerts • Milestones • Issues• Work requests• KPIs• SLAs• Extensions• Payments • Minutes • Reports • Schedules• Notices• Variations
Open Windows Modular Platform
+PROCESS
Business Process• User Definable Process
Workflow• Electronic Approvals• Document Routing
Contracts LITE
Core Repository• Contract Master Data• Supplier/Client Management• Contact Master Data• Key Dates• Email Alerts• Deliverable Management• Document
Management/Versioning• Contract Notes• Contract Financials• Insurance Management• Activity Checklists• Organisational Structures• Parent/Child Contracts• Audit Trail• Task Allocation• Reporting
Additional Modules• Reporting Portal• Ad-Hoc Report Creation
+MGMT
Contract Management• Performance KPI's• Issue Management• Milestones and Obligations• Advanced Financial
Management• Document Creation• Project Association• Correspondence Log• Meeting Management
Additional Modules• Reporting Portal• Ad-Hoc Report Creation• Open Windows Projects PRO
+SOURCING
Sourcing/Pre-Award• Procurement
Planning/Development• RFx/Quotation EOI• Procurement Time Frames• Submission Management• Evaluation and Analysis• Pre-Contract Document
Creation
Additional Modules• Supplier Relationship
Management• eTendering• Multi Vendor Catalogue
Sourcing
• Procurement Planning
• Creation & storage of
sourcing documents –
Business Case, RFx, Std
T&Cs
• Capture of submission
details
• Evaluation & Award
eTendering
• Fully integrated with
Open Windows
CONTRACTS
• Secure supplier
communication &
submissions
• Outside firewall
Contracts
• Compliance & Risk
Management
• Financial
Management
• Deliverable
Management
• Performance
Management
• Document
Management
SRM
• Secure, web based
communication with
suppliers
• Document
collaboration
• Fully integrated with
Open Windows
CONTRACTS
Workflow
Sample contract variation process
• Embedded business
processes & procedures
• Electronic approvals –
multi-level / role or
officer based
• Highlights process
bottlenecks
• Audit trails
Projects
• Project & Portfolio
Management
• Cash Flow
Management
• Stages & Timeline
Management
• Risks & Issue
Management
Analytics
• User definable
dashboards
• Online Reporting Portal
• 80 Standard reports
• Ad hoc / site specific
reporting
• Data marts / Analysis
Platform IntegrationFin
an
ce/O
ps
ED
MS
Intra
net
User authentication occurs
via Active Directory
eMail notification can be set / or received
by user by key tasksi.e. reminders
Users login via their
PC’s web browser(IE Only)
Organisational Benefits• Increased contract visibility
across the corporation by providing a single central repository for all contract information – both data &
documents;
• Streamline/standardise contract processes
by enabling organisations to incorporate their internal business processes and procedures around any phase
of the contract lifecycle into the solution;
• Reduced contract risk
by providing automated reminders / notifications of all key contractual events ahead of time – thereby
reducing the likelihood that events are not actioned or unfulfilled;
• Increased contract compliance
by providing an easy mechanism to monitor contract deliverables, obligations & KPI’s;
• Adherence to corporate standards f
for documentation produced & captured during the contract process via the ability to embed user defined,
approved documentation templates within the solution;
• Full audit trail of all contract related actions.
Individual Benefits• Ease of Access to Information
all contractual information is held in a single, central location – users do not need to refer to multiple systems
to understand the current status of any contractual arrangement;
• Pro-Active Notifications
auto-generated email notifications of upcoming contractual events ahead of time enables adequate
preparation and planning time to ensure necessary tasks can be scheduled and undertaken
• Improves Efficiency
auto-generation of contractual documents such as variation certificates, payment certificates, contractor
notices saves time and effort;
• Streamlines Processes
electronic workflow enables online approval requests to be actioned immediately (and escalated if not
actioned);
• Historic Records / Lessons Learned
historical information can be referenced to ensure that lessons learned on one contract assist in future
contracts;
Documented Benefits of CLM
Compliance management Improve compliance 55%
Rebate/discount management Improve 25% - 30%
Material/service costs Reduce 2% - 7%
Contract renewal rates Improve 25%
Revenues Improve 1% - 2%
Evergreen contracts Eliminate auto-renewal terms
Contracting cycles Cut contracting cycles in half
Procedures and terms Standardize processes and terms to mitigate risks, ensure proper approvals, enforce polices
Documentation and reporting Cut reporting cycles from days to minutes.
Contract analysis Analyze and maximize performance
Administrative costs Reduce 25% - 30%
A recent PricewaterhouseCoopers study indicates that errors cost the average company up to 12% of their annual contract expenditures.
Aberdeen Group estimates that ineffective control and management of supplier contracts costs businesses $153 billion per year in missed savings opportunities.
“Enterprises should audit the risks to which they are exposed through poor contract management, and assess the opportunities for immediate bottom-line cost savings that could be achieved through better visibility and management of contracts.”
Further Information
Jim ZelenerNational Sales Manager
P +61 3 9819 5088 | M +61 0448 113 260635 Glenferrie Road, Hawthorn, VIC 3122