Simplifying Contract Lifecycle Management with SharePoint A SharePoint based eContracts system with SharePoint’s document management, workflow, and collaboration capabilities.
Jul 15, 2015
Simplifying Contract Lifecycle
Management with SharePointA SharePoint based eContracts system with SharePoint’s document management, workflow, and collaboration capabilities.
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• Purchasing Automation with SharePoint
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• Contracts Management with SharePoint
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Why a Contract Management System?
Need a Centralized Contract Repository
Better Manage Timelines & Milestones
Clarity in Obligations & Ownerships
Transparent Reporting & Tracking
Streamline the Contracting Process
Access Issues Information Silos Forgotten MSAsMultiple Platforms Lost Amendments & Addendums…….
Delayed RenewalsDelay Penalties Missed Deliveries Overdue Payments …….
Inconsistent Language Uncertain Clauses Casual ApprovalsPaper based, Labor Intensive …….
Unassigned ObligationsContract Outages Reminder Emails To Do Follow ups…….
No Audit TrailsInaccurate Performance Monitoring Lost Document Versions No User or Time Stamps…….
eContracts 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
Supported Contract Solution Areas
Buy Side Contract Management
Vendor Management Purchase Order Document Management Purchasing & Delivery Obligations Vendor Hierarchy based Views Vendor Performance Management
Customer Management Product/Service based Contract Views Invoice Timeline & Milestones NDAs and Licensing Agreements CRM Integrations
Sell Side Contract Management
Detailed Contract Document Review Workflows Contract Redlining Capabilities Document Automation for Clauses Clause Versioning and Reviews
Contract Management for Legal Teams
Organizing Enterprise Contracts
Repository Support for flexible contract metadata based on configurable contract types. Easily extend the system to manage other related business needs such as purchase 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 your organization- for better reporting and views Contract Areas: mapped to contract management users or groups- for better management 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 level. Tag Contracts with clauses associated with a contract with clause picker functionality.
End User Configurable Custom Metadata Contracting Process and Reporting Needs.
Managing Contracts
Contract States & Actions
Interacting with Business Users
Default states available are In Progress, Active, Executed, Expired & Archived Contracts. Contextual Contract actions and properties are based on the current Status of the Contract. Support for New Version of Documents, Edits and Approval workflow when In Progress. Tracking Milestones, Obligations, and Set Up Alerts on Active, Executed Contracts. Amendments, Renewal & Performance Review Actions of Expired & About to Expire Contracts. Move to Archives, Audit trail action on contracts ready for archival.
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 Workflows
Milestones & Alerts Auto creation default milestones such as start date, renewal date, executed date, expiration dates. User defined milestones based on creation contract types such as 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 Document
AutomationDocument Automation
Auto-populate content into standard document templates by submitting a simple form. Optionally map variable content with SharePoint list columns. Content in SharePoint Lists and Document stay in sync even when modified. Easy creation of templates using Microsoft Word add in controls and 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 entities within each counterparty. Overall view of contract performance per counterparty. Optional contract publishing to counterparties for review via an external portal.
Reporting
Report 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 achieved timelines 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 reports
Reporting 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 Mechanisms
Business Connectivity ServiceseContracts leverages Business Connectivity Services (“BCS”) feature to make seamless integrations possible through External Lists and External Content Types. These External Content Types and External Lists easily allow you to bring content from outside databases into the SharePoint to manage and display “live-data”.
The External List, which resides in SharePoint and stores the data according to an easily configurable data connection mapping. This list, once configured can be imagined as having the database table with SharePoint list interface. New external connections can be established easily through the Data Source explorer feature which allows for searching of external database tables and mapping of table elements with the External list metadata.
Pre-Configured External Content Types for eContractsSharePoint Site columns (metadata) are created within SharePoint that match up to the external data’s site columns (metadata). The eContractsTM framework has prebuilt configurations for some of the common integration needs.
Custom IntegrationseContractsTM can be customized to send and receive files from external systems. For example, flat files or spreadsheet can be exchanged for updating pricing information. (Great Plains integration would fall into this category)
Integrated Implementation of eContractsTM
Master Data Integration
Configuration Data Integration
Transactional Data Integration
Vendor MasterMaterial MasterPricing ListCustomer MasterProduct MasterService MasterOther Master Data
Company CodePurchasing OrgCommodity TypePayment TermsTaxesShipping TermsOther Configuration Data
Purchase OrdersWork OrdersInvoiceService EntryGoods ReceiptSales OrderQuotesTimesheetsOther Transactions
ERP CRM SRM Portals Accounting Legacy
eContractsTM Connectors
Possible integrations for an Integrated, Procurement focused implementation of eContracts
Single Division Contract Management
For individual BUs or SMBs with a single contract management function and or a limited deployment need.
Multiple divisions separated by Business Units or locations with highly integrated management needs. For example, utilizing a common master data but different processes level setup.
Ability to host multiple eContracts solutions for independent business units through a centralized SharePoint Managed Services infrastructure
Deployment Scenarios
Multi-Division Contract Management
Enterprise Contract Management
FAQs
Our contracts are paper based. How do we upload existing contracts into eContracts?
How do we have our Vendor Database synchronized with the Counter Party list in eContracts?
What version of SharePoint do we need to install your product?
How do we collaborate and communicate with stakeholders and external users outside the Contract Management Team?
Do you support contract eSignatures?
If you currently have several paper based contracts, Optimus BT can help you with scanning and setting up the electronic contract repository for your organization. We work with the best scanning software in the market to achieve your goals.
eContracts’ Counter Party list can be synchronized with virtually any databases by extending SharePoint’s advanced integration capabilities.
eContracts is built and works on all versions of SharePoint 2010 including SharePoint 2010 Foundation. However, some advanced features like Document Automation, Hierarchical Legal Entities are supported only in the Enterprise version.
The business portal add on is available for sharing Contracts, Tasks, and Performance Review with business users within the organization. eContracts also works with a Extranet Portal for Contract Reviews, Sharing, etc. with your external vendors, customers or partners.
The eSignature module is an up coming add on to eContracts and will be available soon.
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