Contract Management with SharePoint and Office365

Legal and Contract Collaboration

with Office 365 and SharePoint

Copyright © 2014 Optimus BT. All rights reserved.

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We think the internet and the adoption

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Uncompromising focus on the success of

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We go the extra mile, stay the extra night

in our quest to help our customers

achieve the 110% results from the

investments they are making with us and

the solutions we build.

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Since 2005 been developing and

managing SharePoint Infrastructure and

Solutions for 100s of clients worldwide.

Implementations include – SharePoint

Architecture, Infrastructure

Implementations, Enterprise Intranets,

Business Applications, Business

Intelligence, Industry Applications

among many others

Current Services include Office 365

Implementations, Azure and SQL Cloud

Implementations, SharePoint 2013

Migrations and Implementations,

Business Solutions, Web Portals and

Intranets, Office and SharePoint Apps

Development

Developing many different types of Apps

including the Corevo eContracts

Platform, Self Service Apps, Facilities

Apps, among others.



About eContracts for Enterprise

A Comprehensive Enterprise Contract Management System for both On-Premise SharePoint 2010, 2013 & Office 365

Developed to address Enterprise Contract Management, Customer and Vendor Management Needs (Including Sourcing, Procurement, Proposals, etc.)

Natively SharePoint – supports all SP Investments;

Extends the Office 365 environment with Azure

Scheduled Releases every quarter with ever improving functionality and features including industry solutions

Have a good process for upgrades, patches and migrations of the platform

Migration tools Import/Export tools Dev, Staging, Production Migration Support Help Desk

Full Service Implementations Business Consulting - Sales, Procurement and Financial Metrics Analysis Contracts Analysis

Contract Process and Data Analysis Analyze all of your contract Self Service Contracts versus Managed Contracts Vendor and Customer Onboarding Process

Infrastructure Consultation Implementation Services Integration and Customization Services

CRM Integrations ERP Integrations Cloud Services Integrations (Vendor Credit Verification, Portal Integrations, among others)

Maintenance and Support Services With Maintenance Agreements – Free Email Support, Defect Escalation Patch & Hot Fixes Management

eContracts Product Suite

eContracts for Office 365 (SaaS/ multi- tenant)

eContracts for Office 365(Single Tenant/ Enterprise Cloud)

eContracts for SharePoint (SharePoint 2010 & 2013)

eContracts 365 a complete Windows Azure

Cloud App designed to serve various Small

& Mid-Sized organizations

eContracts a complete Windows Azure

Cloud App designed to serve the

Enterprise by integrating with it’s existing

Private Cloud infrastructure

eContracts a SharePoint 2013 based

Solutions designed for the Enterprise by

using it’s existing SharePoint 2013

infrastructure


eContracts Package Offering

Target Core Contract Management

Groups and Managers and Approvers.

Appropriate for Small- to Midsize

contract groups.

Provide central repository for

managing contracts including contract

metadata and search. Document

Management, Counterparty Database,

Reports, Alerts, Renewals, Extensions,

Amendments, Negotiation & eSignature.

Multiple Contract Areas and Security.

Does not provide contract pipeline

management (for requests).

Does not support multiple

organizations.

Does not support end-user self service

contracts and status updates.

1STANDARD 2 3PROFESSIONAL PREMIUM

In addition to Standard features,

this license includes the following:

Contracts Pipeline (Requests)

Contract Approvals & Workflows

(Adhoc), and Document Automation

Support for multiple organizations

/ multiple company profiles

In addition to Professional features,

this license includes the following:

Business User Portal, Self Service

Contracts, Clause Management, HR

Integration, Vendor Integration,

Customer Integration, and Rule based

Workflows


Need for Contract Management



Need for a Contract Management System

A Centralized Contract Repository

Milestone & Alerts Management

Clarity in Obligations & Ownerships

Contract Performance Tracking

Contract Pipeline Activity and Approvals

Improves Contract Visibility Centralized Access to Information Related Master Agreements Related Amendments & Addendums

Review TimelinesContract Expirations & Renewals Key Project Milestones Compliance Milestones

Assign Obligation OwnershipsOn-time Obligation fulfillment Reminder Emails To Do Follow ups

Activity TrackingContract Dashboards & Alerts Summary & Tabular Reports Financial Metrics Compliance

Contracts Automation

Automate Contract Templates Self Service Contracts Workflow Approvals & Reviews Signatures Contract History

Vendor and Customer Management

Vendors & Customer Data management Vendor Compliance & Tracking Customer Contract Performance

Organizational Hierarchies Delegation of Authority Configuration Rules based configuration Engage Key Stake Holders

Contract Management Lifecycle & Related Processes


Alerts & Reminders on upcoming

contracts renewals, renewal

notifications and negotiations.

Sharing of documents with

Counterparties for external review

Share with Internal & External users

for Digital Signatures on Documents

Save email as correspondence,

tagging email with contract records,

Self- Service creation support.


eContracts Solution Architecture

BUSINESS

USERS

eContracts Modules for SharePoint (On-premise)


eContracts for Office 365 Overview (SaaS & Enterprise Cloud)


Contract Solution Areas

Procurement, Supply Chain & IT Contract Management

Vendor Management & On-boarding Procurement Contracts (IT, Purchasing, Services, Consulting, Supply Chain) RFx Management (Additional Module) Vendor Registration & Portal (Customized) Vendor Performance Management Integrate PO, Invoice Data from ERP or Other Source Systems (Optional)

Customer & Trade Partner On-boarding Customer Contracts & Agreements (NDAs, Purchase & Sale, Trade Agreements) Contract Request Management & Self Service Contracts Extend to Support - Proposal & Quotes Delivery & Invoice Timelines, Milestones Integrate CRM & Order Data (Optional) Product & Service Catalog (Coming Soon)

Customer Contracts & Trade Agreements

System of Record for Contracts Detailed Contract Document Review Workflows Contract Redlining Capabilities Document Automation and Clause Library Clause Versioning and Reviews

Corporate Legal and Contract Teams


Organizing Enterprise Contracts

Repository Support for flexible contract metadata based on configurable contract types. Extend the system to manage other related business needs such as proposals, quotes, RFx, 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. Specify Sub-Contractor Agreements and link to Prime/Master Contracts Manage Jobs, Project related meta-data, all related contract documents

End User Configurable Custom Metadata Contracting Process and Reporting Needs.


Managing Contracts

Contract States & Actions

Self Service Portal

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.

Portal for Requesting for Contract, Review of Contracts, etc.

Self Service Creation of Contracts for Sales, Service, Procurement & IT

Multiple Contract Owner based alerts

Contract Search & Access based on Security

Take action on assigned To Dos based on obligations managed by

Contract Team


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.


Contract Approval & Reviews

Workflows & Tasks Workflows for routing contract approvals and reviews.

Approval tasks with change request, commenting, and delegation.

Route contracts for approvals and review based on Contract Value or Contract

Type.

Tasks due dates with escalation.

Document Version & Change Management*

Versioning of documents with version comments. Revert back to past versions.

Comparison of changes between versions with Redlining.

Accept or Reject changes. Mark as Final when done.

* Supported for MS Word 2007/10/13 documents.Copyright © 2014 Optimus BT. All rights reserved.

Counterparties and Document Automation

Document Automation

Auto-populate content into standard document templates by

submitting a Contract Creation Wizard/Questionnaire.

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.

Vendor & Customer Management

Comprehensive counterparty database management with contact information,

documents, master agreements, etc.

Link Contracts, RFx, Proposals, Quotes with Customer and Vendor Records

Overall view of contract performance

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]


Alerts & Notifications

Alerts Categories

Timeline Based Alerts: Email alerts on Renewals, Expiration, Milestone Due Date.

Event Based Alerts: New Contract Creation, Change in Ownership, Contract Termination, Contract Extensions.

Task Based Alerts: New To-do assigned, Request for Review, Approval, Signature.

Mechanisms and Features

Outlook based email based Alerts

Support for Alert Customization

Online Alert Template Library

Setup Alert Rules

Alert Subscription

Alert Tracking

Notifications & Reminders

Notifications on Dashboards.

Email based Reminders.

Time and Event based Schedulers for email alerts, notifications and reminder.


Access & Security Levels

Contract Area Filtering

Role based Privileges

Contract Level Security

Business Users, with contract request, obligation & milestone acknowledgement, view published contracts privileges.

Contract Contributors, with approval, review, modify privileges

Contract Area Managers with area level contract and access management privileges

Contract Managers, with overall contract management privileges

Executives, with overall reporting and administrative and auditing privileges

System Administrators , system level administrative privileges

Other Custom Roles, as per requirement of each implementation

Contract owners can mark contract as Private vs Public, for business user access

Contract owners can provide contract level access to specific Groups or Users

All contracts views filtered with Contract Area- User Subscription

Contract organized by Contract Areas, usually mapped to organizational Divisions, BUs, or Regions.

Within the permitted Contract Area,

Contract Portals Targeted Portals for Business Users, Contract Managers & Administrators and External Counterparties.


Integrations

Integration Mechanisms

Business Connectivity Services

eContracts 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 eContracts

SharePoint 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 Integrations

eContractsTM 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 Master· Material Master· Pricing List· Customer Master· Product Master· Service Master· Other Master Data

· Company Code· Purchasing Org· Commodity Type· Payment Terms· Taxes· Shipping Terms· Other Configuration Data

· Purchase Orders· Work Orders· Invoice· Service Entry· Goods Receipt· Sales Order· Quotes· Timesheets· Other Transactions

ERP CRM SRM Portals Accounting Legacy

eContractsTM Connectors

Possible integrations for an Integrated views of Contract

Performance with Vendor, Customer data from CRM and

ERP Solutions like SalesForce.com, Microsoft Dynamics,

SAP, Oracle Financials

Copyright © 2014 Optimus BT. All rights reserve.

Demo Walkthrough

Copyright © 2014 Optimus BT. All rights reserve.

Implementation Methodology

Configuration

Discovery

Feedback

Deployment

UAT

Sign Off

Product Implementation

Model

BUSINESS PROCESSES & REQUIREMENTS ANALYSIS

CONFIGURATION & CUSTOMIZATION IN CLOUD

CLIENT WALKTHROUGH & OPTIMIZATION

CLIENT SIDE INSTALLATION

TRAINING & ACCEPTANCE

GO LIVE & SUPPORT

1. Initial Process Questionnaire

2. Requirements Gathering

3. Gap Analysis Document

4. System Customization & Configuration Document

5. Review of Process documents, templates, metadata

1. Cloud Environment Setup

2. Setup of Data model

3. Feature Activation

4. Configuration of Workflows, Artifacts, Views etc.

5. Implementation of Custom features, if any.

1. Walkthrough of Cloud Implementation with Client

2. Feedback Tracking

3. Updates and Optimization

4. Staging Acceptance1. Packaging of Optimized Product

2. Setup of Client side environment

3. Product Installation

4. Installation Checklist

5. Migration of existing content

1. Training to wider audience

2. User Acceptance Testing

3. Administration Training

4. Operational Readiness

1. Release to all target audience

2. Project sign off

3. Start of Support Phase


Q&A


Contact

Ram Prabhala

[email protected]

770-569-1240 x112

www.optimusbt.com


eContracts SharePoint

Screenshots


Home Page


All Contracts Page


Create Contract Form


Contract Details


Contract Status Report


Contract Value Report


eContract 365 Screenshots


My Dashboard


All Contracts


Create Contract Form


Activities Form


Contract Details


Contract Documents Page


Software

Contract Management with SharePoint and Office365