SharePoint and Contract Management. Alan Weintraub Practice Director ECM Consulting (610) (office) (484) (Mobile)

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2 SharePoint and Contract Management Alan Weintraub Practice Director ECM Consulting (610) (office) (484) (Mobile) 2

3 Agenda What is SharePoint MOSS 2007 Contract Management Demonstration Wrap-up and Questions 3

4 What is SharePoint? 4

5 Key Features of an Integrated Work Environment Personalization Application integration Collaboration Scalability Customizability/extensibility Manageability 5

6 Value Of The Microsoft Platform Example: Great Solutions Out of the Box Personalized Experience Integrated Workplace in Office Application SharePoint Team Workspace experience Live Communication Integration in Office document Integrated Presence Information 6

7 SharePoint Products and Technologies Windows SharePoint Services Team collaboration using document libraries, lists, sites, workspaces Self-provisioning team sites and access control Part of Windows Server 2003 Platform SharePoint Portal Server 2003 Aggregates team sites and other information (web sites, file shares, etc.) Full browsing taxonomy via Topics Full search across many content sources Customizable, extensible portal 7

8 Windows SharePoint Services vs SharePoint Portal Server SharePoint Portal Server is built on Windows SharePoint Services SharePoint Portal Server takes all the Windows SharePoint Services sites and makes them navigable, searchable, and adds enterprise level features Extra features in SharePoint Portal Server: Hierarchical navigation and category services with Areas and Topics Publishing and Alerts Search Line of business integration and single sign on (SSO) and BizTalk integration Profiling system MySite Site registry 8

9 MOSS

10 Office System Investments Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards Business Intelligence Collaboration Docs/tasks/calendars, blogs, wikis, e- mail integration, project management lite, Outlook integration, offline docs/lists Rich and Web forms based front-ends, LOB actions, pluggable SSO Business Processes Platform Services Workspaces, Mgmt, Security, Storage, Portal Enterprise Portal template, Site Directory, My Sites, social networking, privacy control Topology, Site Model Integrated document management, records management, and Web content management with policies and workflow Content Management Search Enterprise scalability, contextual relevance, rich people and business data search 10

11 Collaboration Document Library Improvements Check-out documents locally Offline document libraries in Outlook Major/Minor version tracking Version management Multiple content type support Policy, auditing, workflow, and more. Tree view support 11

12 Collaboration Outlook Integration Outlook allows user to work with personal and team data in one place Read/Write access to SharePoint datatypes Calendar, tasks, contacts, discussions, and documents Synchronization for offline support Roll-up views of calendars and tasks across sites Improved calendar SharePoint s calendar module with richer calendar views, recurrence support, all-day events, and more 12

13 Collaboration Keeping Informed Alerts Filters for more relevant alerts Richer information about item that has changed in the alert Platform for custom formatting, events, and alerts Task notifications sent to user on assignment. No need to even sign up for an alert. Unified view of Tasks across sites (and personal tasks) in Outlook. RSS All SharePoint lists provide RSS feeds 13

14 Collaboration Wikis and Blogs Wikis New Wiki template in SharePoint Easy to create, edit, link, and restore pages. Key Features Fast and easy page creation Easy and automatic linking Version differencing WYSIWYG editing Built on core SharePoint platform E.g. search, navigation, alerts, custom fields, etc. all work with the Wiki Blogs Blog template provides a publishing oriented experience Support core blog features: Posts Comments (including count) RSS feed Archive views 14

15 Collaboration Integration SharePoint sites become the place where team is archived, shared, organized Send to SharePoint lists ed discussions, meetings and documents are archived in a SharePoint discussion board Send from SharePoint sites Post a new announcement, optionally send it in to your fellow team members View archived in Outlook Your discussion board shows up as an folder in Outlook 15

16 Contract Management 16

17 Why Contract Management? It is estimated that companies spend almost 5% of their revenue to track agreements after signing a contract. Companies using contract management software can reduce annual contract management expenses by 20 to 50 percent. -Goldman Sachs. 17

18 Contracts Management the concept 60-80% of business-to-business transactions are reinforced by legally binding contracts and agreements Contracts often archived away in filing cabinets Contracts contain key terms, conditions and milestones that need to be properly managed Enforcement of contract terms & conditions may be the responsibility of several people in different business functions Renewals management is a major problem for most large enterprises 18

19 Key business issues relating to Contracts Management Compliance to corporate governance legislation and regulations Management of risks and liabilities Extent of limited liability, warranty periods, penalty clauses, sales discounts et al included in contracts and agreements 19

20 Key business issues relating to Contracts Management High costs associated with creating & managing contracts Legal fees Administration costs Erroneous payments, etc. Constant pressure to improve business efficiency Save time with fewer resources 20

21 Contract Management Goals Improve Efficiencies: Automate Contract Management Integrate Contract Management across the Organization Increase Revenues: Efficient renewal of important contracts Shorten the time from start to execution Reduce Risks: Enforce Business practices Restrict contracts to approved language 21

22 Business Drivers Volumes of contracts have proliferated in recent years Average 20,000 40,000 in typical Fortune 1000 Integrated contract management capabilities will Reduce procurement expenses 3-5% Decrease manual work of negotiation & management by 50-75% Increase net revenue tens to hundreds of thousands of dollars through avoidance of inflated contract liabilities. With an enterprise contract management solution, companies can increase revenue, obtain better performance from vendors and customers, reduce costs, and improve collaboration across the supply chain. 22

23 What types of contracts are there? Employment contracts Supplier contracts Non-disclosure agreements Sales agreements Loan agreements Mortgage applications Partnership agreements Lease agreements Consulting agreements Agency agreements Broker agreements Intellectual property licences Joint marketing agreements Joint venture agreements Mergers & acquisitions Outsourcing contracts Insurance policies 23

24 Key Benefits Standardized contract creation using contract boilerplates and standard clauses. More effective collaboration through on-line negotiation and exchange of documents. Faster contract approval and signing with automated workflow. Global contract visibility for best practice sharing. Standardized contracts that include the most favorable terms,a s defined by the company Risk management through reporting across clauses and terms. 24

25 Contract Life Cycle Management- an example Using a manual, paper-based contract process is time consuming, chaotic and results in suspect contract quality with limited visibility for compliance and governance. Contract need triggers process Contracts team begins process of collecting information Continuous changes and reprinting by all groups Copies are printed for numerous levels of approval New contract is sent to vendor or customer for feedback Document Management Sales/ Procurement Contracts Legal Finance Managers Executives Vendor/ Customer 25

26 Simple Contract Management Process 26

27 Structured, Streamlined & Automated Contracts Process A Contract Initiation B Contract Execution C 1. Contract Knowledge Center 4. Delivery & Approval(s) Flow Contract Governance 7. Finalize Contract Term & Clause Legitimization Review Best Practices Training & Support News & Events 2. Contract Review & Request Center In Progress& Historical Contracts Review Parent/Child Relationship Contract Cloning 3. Dynamic Contract Creation (Budget, Terms, & Conditions) Step-by-step Dynamic Questions Flow SmartContract Creation Automated Approval Flow Term & Budget Governance & Audit Trails 5. Contract Changes & Negotiation Team Workspace Collaboration Document Management 6. Contracts Command Center Real Time Process Intelligence & Operational Performance Completion Notifications Historical Data Capture Financial Systems Data Pull 8. Contracts Performance Center (Compliance & Measurement) Metrics & Analytics Performance Measurement Lessons Learned 27

28 Contract Management SharePoint Solution 28

29 Hot of the Press! CLM Related Announcements and News CLM Live Calendar Meetings and Events CLM Related Website Links Including Live Meeting Value to Organization Clearinghouse for process related communications Links to Best Practice resources located where work is done Enhanced collaboration using LiveMeeting 29

30 Printable Views & Export to Excel Kick Off New Contract Process Workflow Personal & Shared Pipeline Views Drag & Drop Pipeline Dashboard Columns & Filters Value to Organization Collapsed contract cycle time by up to 50% or more Increased transparency and visibility into contract process Simplified resource allocation and decision-making 30

31 Role and Process Based Access Workflow Summary and Audit Log Action Steps by Individual Phase Action Step Workspace Process Team and Related Smart Documents Value to Organization Process view with wizard driven configuration to your process SmartQuestion Tree collects data for automatic generation of SmartContract Increased compliance and governance with predefined workflow 31

32 Dynamic Rule Based Question Tree Policy Based Access Contact List Automated Workflow and Task Assignment System or User Created Documents 32

33 1. Complete summary of entire process lifecycle workflow Real-Time Status of all Contract Action Steps Automated Audit Log of all Contract Activity 33

34 Policy Based or Ad hoc Workflow Approval Intuitive Approve/Reject and Status Pane for all Tasks 34

35 Clause Pane for One Click Rule and Policy Based Editing of Contract Dynamic SmartDoc Creation From Legal Library of Preapproved Terms and Conditions 35

36 Step 4. Configuring the CLM System Workflow Wizard Alert Wizard Question Tree Wizard Data List Wizard Field Wizard Option Wizard Clause Wizard Document Wizard Summary Wizard 36

37 Including Policy Controls! Workflow Wizard Alert Wizard Question Tree Wizard Data List Wizard Field Wizard Option Wizard Clause Wizard Document Wizard Summary Wizard 37

38 Step 5. The End Results! Contracts Pipeline of Work in Progress Contracts Historical Pipeline of Active & Inactive Contract Virtual Workspace SmartContract Contract Digital Summary 38

39 Canon Technology Solutions Viewpoint Content Ecosystem Information Business Process Assets and Applications Technology Infrastructure Security Business Continuity Compliance / Strategy / Mission 39

40 Questions 40