A presentation on the benefits of using SharePoint to manage, create, track, and archive contracts with SharePoint's document management, workflow, and collaboration capabilities.
The 7 Things I Know About Cyber Security After 25 Years | April 2024
Addressing Contract Management Needs with SharePoint
1. Addressing Contract Management Needs with
SharePoint
A webinar on the benefits of a SharePoint based eContracts
system with SharePoint’s document management, workflow,
and collaboration capabilities.
2. We think the Internet and the adoption FEATURED CUSTOMERS
OUR PASSION
of trends on the Internet are a leading
Indicator for the upcoming innovations in
the Enterprise. We are passionate about Products
helping our customers Interpret, leverage
and maximize the business benefits of • Purchasing Automation with SharePoint
these incremental or disruptive trends • eCommerce with SharePoint
and making it a reality in their operating • Contracts Management with SharePoint
environment.
SharePoint Add-Ons
• Delegate n Extend for Active Directory
OUR 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
•
PARTNERSHIPS
OUR 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.
3. Some Interesting Facts
About 63% of transactions in today’s enterprise are not compliant with the contract’s
negotiated terms.
- Forrester Study
100% of organizations that have implemented electronic contracting would recommend doing
so to other corporations, and only 8% of respondents indicated that they were dissatisfied with
the results.
- IACCM Survey
90% of enterprises view effective contract management as either ‘very important’ or critical
to their overall success.
a $1 billion company with annual purchases totaling $500 million, of which
$400 million is under contract, loses $18 million every year due to lack of proper supplier
contract management.
- Aberdeen Report
4. Day in the Life of a Contract Administrator
The person I have too many
approving the back and forth emails
contract is on leave around contracts to
Say what? We keep track of
need to review all of
our contracts – it will
take sometime to pull We never knew that
all of them together the contract was up for
renewal. We have too
many contracts to keep
The version I have
track of
is outdated, I need to We have missed a
hunt for the latest few milestones on the
version. contract. We don’t
have a system to track
all of these
Is there a quicker
I’ve emailed it to all
way to get a signature
the stakeholders for a
than faxing it to them?
review and approval
5. The Biggest Pain Points in Contract Management
Authoring Inefficiencies & Inadequate & inaccurate information to authors on negotiated information such as
budgeting, services, and performance levels
Turnaround Delays Collaborating with stakeholders from multiple businesses, departments, units
Authoring issues: Non-availability of standard, updated templates, unique contract needs
Delayed review cycles: stakeholder unavailability, proof reading, formatting
Information assembly from and submitted to multiple systems via accounting, emails, fax
Storage, Access & Non-availability of single point for organized, searchable, & reportable contract information
Securely sharing of renewal, updates, obligations to multiple stakeholders
Sharing Issues Retrieval of audit trails and history is impossible as evidence
Storage of artifacts like multiple document formats, graphics and images
Integration with external systems like sourcing, payments, and ERP
Nonconformity to Poor visibility of metrics, performance levels and payments, penalties
Non-conformity goes unnoticed and unaccounted for resulting in loss of negotiated prices
Compliance & Obligations Overlooked compliance terms leading to loss of credibility, penalties imposed
Inability to track obligations or performance at a unit/department or enterprise level
Appropriate individuals are not informed of obligations and timelines
Overall increase in potential legal risk
6. Contract Automation Maturity Model
Continuous process evaluation with improvement efforts; Best of
Continuous breed systems implemented; Enterprise-wide adoption with active
Level 5 Improvement
participation
Systems integrated with related processes like sourcing and
accounting. Collaborative contract creation and management
Level 4 Integrated extended to suppliers
Formalized process with mandates and monitoring. Automated
contract management systems in place with well-defined ownership
Level 3 Measured and accountability
Basic processes in place. Formal storage and approval process. Limited
and time consuming tracking, ownership . Not a strategic initiative
Level 2 Structured
Usually manual and email based; Informal documentation; Very little
formal process
Level 1 Ad Hoc
7. eContract Overview
Built ground up on the SharePoint 2010 platform
Pre-built portal templates, workflow templates, and features
for common contracting scenarios
More than 50 “out of the box” features
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
All solutions integrate “out of the box” with extranet portal
Continuous feature upgrades, improvements with a
dedicated product team focused on improving the product
Maintenance & support agreements allow customers to
Simplified Vendor Selection!
access our development and product engineering resources
on-demand for all solution level issues
8. Feature Summary
1. Creation & Documentation 3. Management & Governance 5. Access Control & Security
End user contract requisition with Well organized contract repository Item level contract permissions with
intuitive forms with identification privilege levels
Supporting content forms & Contract versioning and audit trails for User groups and accounts integrated
attachments for budgeting, scope of work, continuous tracking with Active Directory
deliverables, KPI Configurable contract metadata and Target audience group based display of
Auto- contract document generation categorization option reports, components, and actions
with standard templates Master Agreement and addendum
relationships.
2. Delivery & Approval Routing 4. Collaboration & Tasks 7. Monitoring
Contract sharing features for review, Alerts on milestones including renewal Monitoring of contract statuses from
approvals, signature collection, and and expiration dates, delivery timelines requisition to archival with time duration
reference Activity subscriptions for contract for each status
Workflow based approval routing events such as updates and status Reporting on contract performance
based on pre-defined conditions changes and turnaround time
Review and digital signatures from Auto task assignment for approvals SQL reporting server based report
external parties such as vendors and and other contract obligations creation
customers. Contract comments and discussion
boards for stakeholder interaction.
10. Incremental Approach towards Contract Management Adoption
“Most companies take a phased approach to rolling out CLM tools
rather than disrupt several important processes simultaneously .”
-Forrester Research
3. Best of Breed
Integration with organization’s existing
2. Optimizing master data from CRM, Accounting or ERP
systems.
Document automation with standard
1. Enabling templates and clauses
Process integration with sourcing
contracts (procurement), CRM (sales)
High levels of user awareness and Highly collaborative environment with
Centralized Contract Repository adoption of the system suppliers, partners collaborating on
Conversion and migration of existing Robust identification and workspaces, meeting spaces
contract to standard electronic formats categorization of contracts with ID, Third party digital signature
Basic categorization, search, and search, categorization and taxonomy implementation
identification features Workflows and tasks for approvals, Business Intelligence and advanced
Readily available with restricted access monitoring, and governance processes performance analytics
Contract views and basic status reports Supporting documents, information,
and attachments manageable within the
system.
12. SharePoint Extension Capabilities
Changing Business Process Easy configurable workflows with SharePoint Designer
Needs Condition & action based workflows
Out of the box notifications, Exchange integration
Out of the box audit rules with extension options
Drill down reporting capabilities with SSRS
Advanced Content Management External DB Connections through BCS
Needs Business Connector for Microsoft Dynamics
Built-in Microsoft Office document automation, with 2-way sync
Support for videos, images, office documents
List & content type driven metadata management
Configurable search with scope & rules
Collaboration & Transparency Collaborative workspaces
Needs Wiki based end-user content authoring
Calendaring, workspaces, discussion boards
Real-time dashboards and KPIs
14. Home Page The home page forms the landing
page of the application.
Components like announcements
and FAQs provide general
information to users.
1 The list of requisitions created by
2 the logged in user/requestor will
display in this web part. It provides a
quick view of the status and
information on the requisition.
2 Tasks assigned to the logged in
1 user like approval requests and
change requests will be displayed in
this web part.
15. Requisitions The requisition page shows a list of
all requisitions available filtered by
parameters such as status and
management regions.
The filtered views are hidden or
shown based on the logged in
user’s role
1 The requisition context menu
shows the item level actions which
2 can be taken on a contract based
on user permission.
2 Requisition attachments shows
for supporting documents and files
for each requisitions such as RFQs,
SOWs, etc.
1
16. Create Requisition Form
1 End users can place
requisitions with complete and
accurate information like
negotiated prices, scope of work,
KPIs, and supporting documents.
A checklist ensures that all the
details required for contract
1 creations is validated and available
before submission.
17. Requisition Approval
Built-in pre-defined approval
routing workflows creates tasks for
corresponding approval groups.
Approvers can review the
requisition, comment on them,
approve, reject, or request change
18. Create Master Agreements
Each contract can be related to a
master agreement. In this case,
these contracts form an addendum
to an existing agreement with the
vendor.
The master agreement governs the
overall terms and condition
between the company and the
vendor and the addendums are
created at a project or transaction
basis.
19. Contract Details
1 Contracts are automatically
created using templates and
information provided in the
requisition. These contracts can be
viewed from the browser.
2 For each contract, metadata
information is displayed based on
1
the logged in user.
Comments allow for collaboration
2 and tacit information sharing of
contracts.
20. Vendor Management 1 Vendors can be managed within
the application along with master
agreements, contact information,
product and service offerings.
1
21. Vendor Approval 1 Completed contracts can be
sent to external vendors and
customers for approval/
acceptance. These external users
can initiate a change request or
accept the contract.
Information like IP address and
signee information are captured on
acceptance.
22. Contract Lifecycle Management
BENEFITS
Increase organizational efficiency and productivity with a
faster, accurate contract creation, review, and
implementation process
Track contract usage and performance for better vendor
negotiations
Improve business relationships with reduced disputes with
vendors and customers
Increased adherence to compliance and legal policies
Automatic alerts for contracts approaching renewal dates or
expiration to better prepare for the next contracting cycle
Reduce maverick spending with improved visibility and self-
service contract reference capabilities
23. Our Collaborative Engagement Model
Implementation Plan Prototype & Design
Approach
· Workshop & Discussions
· Customization and
· Feature Prioritization Configuration
· Process Mapping Approach
· Review & Approval · Infrastructure/System
Set up
1 2
2
Consulting
OPTIMUS BT Team
Analysis
Technical
Support
IT
Other Teams
Customer Team
4
4 3
User Acceptance
Stabilize & Roll Out Testing:
· Deployment and · Solution
Support Implementation
· Training · Data Migration
· Go Live · Testing and
Stabilization