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A SharePoint based Contracts system with SharePoint’s document management, workflow, and collaboration capabilities.
Managing Vendor & Client Contract
Obligations with SharePoint
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N We think the internet and the adoption
of trends on the internet are leading
indicators for the upcoming innovations
in the enterprise. We are passionate
about helping our customers interpret,
leverage, and maximize the business
benefits of these incremental or
disruptive trends and making it a reality
in their operating environment.
Be a leader in the adoption of new and
significant trends in the technology
marketplace that influence our
customer’s business. Pace ourselves to
the urgent needs of our customers. Be a
trusted Advisor. Add value to every
relationship.
SharePoint Add-Ons
• Delegate n Extend for Active Directory
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FEATURED CUSTOMERS
Uncompromising focus on the success of
every relationship, project and solution.
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.
Products
• Purchasing Automation with SharePoint
• eCommerce with SharePoint
• Contracts Management with SharePoint
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PARTNERSHIPS
Services
• Intranets 2.0
• SharePoint Application Development
• Idea and Innovation Management
• Social Platforms & Social Media
• Project Management & Collaboration
• Business Intelligence Solutions
Need for a Contract Management System
Need a Centralized Contract Repository
Better Manage Timelines & Milestones
Clarity in Obligations & Ownerships
Transparent Reporting & Tracking
Streamline the Contracting Process
Improves Contract Visibility Centralized Access to Information Related Master Agreements Related Amendments & Addendums
Track Renewals Track Deliverables Track Payments Track Penalties
Consistent Language Standardized Clauses Electronic Approvals
Assign Obligation Ownerships On-time Obligation fulfillment Reminder Emails To Do Follow ups
Activity Tracking Contract Performance Tracking Contract group productivity Commercials Compliance
Contract History
Modules for a Contract Management
System
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
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
Automation Document 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]
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, Procurement focused implementation of eContracts
Demo Walkthrough
eContracts Product 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
Functional Architecture
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 Acceptance
1. 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
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.
Home Page
All Contracts Page
Create Contract Form
All Contracts Page
Contracts Details
Vendor (Counterparty) Page
Contract Status Report
Contract Value Report
Q&A
Partial List of Our Clients: 200+ SharePoint Engagements
Including
Collaborative Commerce Product Suite
Intranet 2.0
Customer Collaboration Portal
Project Collaboration
Six Sigma Project Mgmt
Calendaring
User Management
Document Management
Sales Enablement
Public Websites
Multilingual Websites
CRM Integrations
Productivity Mash ups
Blogs
HR Portal & Workflows
Business Intelligence with SharePoint
Idea Management Portals
And Many More…
