Contract Management. Files become facts. product brands of brainwaregroup

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1 25 years Innovation Quality Sustainability Contract Management Files become facts product brands of brainwaregroup

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3 Facts, not files In each company, contracts are the basis for the whole business. Exact knowledge about the core information such as contract partners, contract periods, regular payments, cost, affected units as well as designing options should be available to all responsible staff anytime. So far, however, is has been quite hard to manage this knowledge in a structured manner: The contracts were stored in too many places and there was no digital capturing. Often, only one department manages and stores all contracts. The departments affected by the agreements do not have any direct access. Spider Contract saves all core data and documents on a central server and makes them available company-wide via its web based inter-face. A sophisticated configuration model makes it possible to individually create each contract type. The combination of standard data and freely definable information ensures systematic evaluations across all contracts eliminating the problem that special peculiarities of an agreement could be overlooked. Any contract item you need can be assigned to a contract. Here, you can enter individual documents such as achievement certificates for service agreements, information about buildings in rental contracts or the monthly turnovers for cell phone contracts. You can establish direct links to all the objects affected by a contract. So the details concerning the leased IT equipment or the software are directly available. Maintenance contracts can thus be used even more effectively. The assigned invoices can be used to capture the amounts accumulated so far and compare them on a regular basis to the planned volume. The integrated interface to the ERP system (e.g. SAP) automatically accepts the postings made in the ERP system. It will be recognized early if a limit is exceeded. On request, the integrated alert system will even notify you automatically if an alert limit is reached. To make sure that no deadline will be missed, the integrated resubmission will remind each authorized user individually by . The delivery contains pre-configured contract types and categories. They make the startup very easy and illustrate at the same time the numerous capturing options: Purchase contract Leasing contract Licenses Framework contracts Industry-wide agreements Consulting contracts Service contracts Work contracts Financial contracts and many more... 3

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5 One for all IT Management Most IT operations are based on a large amount of contracts: Purchase and leasing contracts for hardware and software, SLAs and service contracts. The contract periods, warranty provisions and service regulations contained in these contracts are important in particular for the daily operations: Directly in the technical departments, but also in IT controlling or in the workshop. Purchase New agreements can be configured very effectively if you have up-to-date information about the old and existing contracts. The knowledge about the volumes agreed so far and the results of the co-operation is the basis for future success. Which framework agreements have not been exploited? What are the conditions for a certain product? How many pending orders are there at the moment? Which volume has been processed with this supplier in the last 12 months? Controlling Up-to-date facts are important for accounting, also about the contracts. In this respect, the active as well as the passive agreements are relevant. Furthermore, the facts about the contract utilization must be considered. Here, the booked work sheets and invoices are important. Automatic alerts, sent by , ensure that no limits will be exceeded. Overviews in regular intervals supply the key data about the periodical payment flows. The satisfaction with a supplier can be measured in structured manner by using the evaluation function integrated in Spider Contract. So contract management supports the accounting department as well: Check and control. Legal department Jurists have their own point of view. They are interested in contract details, be it in new negotiations or in case of disagreements. Spider Contract makes these data available. The integrated document management provides the full contract text. This function manages all digitally captured documents, also in various versions, and assigns them to a contract. This enables also e.g. a full text search in all saved documents. The integrated document generator helps to create all kinds of contract documents, contract correspondence or other contract-related documents by using your own Word templates. 5

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7 Managed contracts Spider Contract manages the data of any contract type and each type may be customized. The following are some examples, the list can be supplemented as you wish. Contract categories Service provider contract Company agreement Intercompany contract Purchase contract Communication contract Co-operation contract Credit contract Leasing contract Delivery contract Logistics contract Rental contract Production contract Framework contract Company contract Insurance contract Maintenance contract Service contract Peculiarities In case of a service provider contract, the consignee provides his working force to the ordering party, receiving money in return. Special characteristics of the contract are the capturing and administration of achievement certificates, milestones and intermediate settlements. Company agreements often contain individual information. Contains contracts between internal organizations or external companies. The most important form of contract-based turnover of goods. The seller transfers the ownership of an item or a right to the purchaser. In return, the purchaser owes the purchase price to the seller. Agreement on all services regarding the topics telecommunication, fixed network, mobile phones or data communication. Defines the varying intensity, time duration and purpose of the co-operation among legally independent companies or organizations. Regulates the granting of a credit between donor and recipient and is often considered in relation to other contracts. The lesser loans an item to use by the lessee and receives the invoice amount in several down payments, without transferring the ownership. Defines the details regarding delivery times, delivery delays and the goods to be delivered. Regulates the transport and/or warehouse services. Often, also the procedure for the return of materials after expiration of the contract period as well as the payments and the settlement is defined. Regulates the rent of buildings or areas and contains scope, rights, provisions or achieved turnovers. Regulates the production of goods or items and contains all details regarding production and payment. This category of agreements affects a group of contracts and limits their contract period or volume. Contracts between domestic or international companies. Company contracts include also: Profit transfer, facility lease or facility handover. Regulates the granting of insurance protection against payment. Often, this kind of contracts contains very individualized information, as e.g. liability volumes. Regulates the maintenance of certain goods according to defined time periods at defined fees. The service contract obligates the owner of a business to manufacture an item (e.g. objects, goods or expert s opinion) and the purchaser to pay the agreed fee. 7

8 All Inclusive Checking system In regular intervals, Spider Contract checks selected contract types for deadlines (such as termination or extension options), booked volumes and utilization. If preset limits are reached, the system will trigger an alert: The person in charge receives a relevant which will facilitate a reaction by means of the included data. Resubmission Each user can define automatic resubmissions for any action. At the pre-defined time, an automatically generated will be send this will prevent overlooking a deadline. Processes From contract conclusion, releasement and management to filing, Spider Contract supports all process steps in a structured and safe way. The history function enables the tracking of all modifications without any gaps. Security The integrated user management ensures that, due to the assigned user role, each employee will only see and process the information which is relevant. Even the display type of the detail data can be adapted for each user group: If the screen layout is based on the user habits, processes will be optimized and the data can be recognized at one glance. 8

9 Documents On request, it is possible to assign scanned documents to a contract. This makes the original available without the issue that the data collection becomes inflated due to the degree of detail. An already existing document management system can be integrated. Evaluations The captured data are available for a variety of evaluations. These include Committred Total amounts per supplier and period Expected cash flow per period and contract type Contracts with remaining periods shorter than 3 months per contract type 9

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11 A perfect match By using IT-based contract management, all company-relevant agreements are archived in a structured and measurable manner and made available for the business departments. Active contracts are better monitored, cash flow can be controlled in a safe manner and new contracts can be concluded relying on fact-based findings. Utilization degree Measurability Deadline check + alerts Legal provisions KonTraG, HGB, GmbHG, Basel II, SOX /SOA, Tax Compliance, BEE Certification Concentration on the substance Cost savings Risk assessment Transparency Contract access Negotiations The utilization degree of frame contracts can be improved. By resubmission it can be ensured that cancelation periods and revision dates are observed. The detailed facts captured in Spider Contracts can be evaluated automatically. Monthly charges, utilization degrees and limit values are available. The integrated resubmission and alert system notifies the people in charge early enough of due deadlines and dates. Preferably by . Thus, the people in charge of contracts get active information related to the need for action. Many organizations are obliged to prove which risks exist in their daily operations and how these are handled. This includes an evaluation of the contracts and the resulting opportunities, risks and charges. All contracts have an «extract», i.e. a structured summary optimized for daily operation and decision finding. Shorter decision paths, direct availability at the location of the decision, overview with manageable and measurable effort - the investment will quickly pay for itself. The classification of agreements as well as the monitoring of critical parameters allow for effective risk analysis. Evaluation of contracts and contract partners as well as visibility of typical costs in one contract category. Business departments have a quick and clearly laid-out ability to access their own contracts. The responsibilities for each contract can be assigned to clearly defined employees. Having a clear overview about one's old contracts and knowing their internal value, gives you more security when concluding new contracts. Documented experiences, currently calculated volumes and the precisely illustrated competitive situation give you the advantage. 11

12 Managed facts Spider Contract captures on request nearly any detail data for each contract, each attachment, each partner. Each bit of information is saved in a structured manner, making it easy to evaluate. You can determine for each contract type, which data shall be entered and how. The configurations do not depend from each other, so you can also map complex special cases. All data can be evaluated in individual Reports. Each Spider Contract customer determines, which data will be saved how. If contracts are assigned to the affected objects, both can be managed more easily. So, a subsidiary can have rental contracts, insurance policies and several service contracts. In case of a relocation all items must be adapted on time. Therefore, Spider Contract allows you to assign contracts to any object you wish: a project, a customer, a freight ship or a central computer. Spider Contract lets you find all con-tracts easily, quickly and securely 12

13 Contracts Contracts are defined separately according to their contract type. Each type has its own feature groups, typical representation and links to other objects. Additionally, each contract type has its own rule book, which can also control the processes if required. Contracts can be linked to each other, even across different contract types, to map dependencies and facilitate the mutual processing. This makes sense in particular for framework contracts. Attachments Attachments enhance the information about contracts, suppliers and customers. You can define any attachment and assign it to a superior object. Attachments include achievement certificates, invoices, intermediate calculations. Attachments are captured in a structured manner and can be evaluated together with the superior contract in order to determine e.g. utilization degrees. The assignment of the affected objects is just as convenient. Document management Contract documents and other files can be stored, also in various versions, with a certain structure in the contract folders. Thus, the wording of an agreement is available anytime. Comments by technical departments, product information or correspondence can optionally be assigned to each contract. The integrated full text search helps to quickly find text passages in all documents. The integrated document generator helps to create all kinds of contract documents, contract correspondence or other contract-related documents based on Microsoft Word templates. Suppliers This includes the contract partners which deliver goods or services to a company. Additionally to the core data such as name, location, delivery and billing address and bank account number, as many contacts as you wish as well as their function and communication data are available. Customers Customers are the users of goods and services. Their features are similar to the suppliers. These contracts are often managed by the sales organizations. Currencies If requested, you can work with different currencies. Conversion ratios are synchronized with the ERP system. Resubmissions In order to prevent that deadlines are missed, each user can define resubmissions for each action. The system sends an on time which contains a freely defined reminder text and a link to the affected action. The affected action can be opened and edited directly from the . Since this reminder is sent via the system, the reminders are even available for employees who do not use Spider Contract actively in the moment. 13

14 Building blocks for your success Spider Contract is offered in four different versions. Not every company needs all functions whereas for others the standard is not enough. Spider Contract Enterprise for groups offers the best of all: Comprehensive predefinitions, any enhancement you wish, generous license conditions, client capability and additional features for the international usage. This guarantees optimum usage also for complex requests and highest demands. IT Management Spider Contract Professional offers free configuration possibilities so that new contract types can be added later on. This Contract Contract version Management can be combined with all other Spider products - if the IT Management demand starts to grow. SW Management Spider Contract Basic focuses on the essential. The delivery Mobile Management scope includes pre-configured contract categories, which are commonly used in small to medium businesses. The simplified price model facilitates the entry. Spider Contract for IT manages all contract categories which are relevant for the IT organization. Whether SLA, permanent phone line or project contract, the IT contracts are under control. Contract Contract Management IT Management SW Management Mobile Management Contract Management Con Con IT M SW Mob Columbus Mobile Secure Management of Mobile Devices Columbus Inventory Hardware and Software Inventory Columbus PowerManagement Centralized Energy Management Columbus OSDeploy Installation of Operating Systems Columbus SWDeploy Distribution of Software Columbus Imaging Harddisk Imaging and Backup Columbus PatchDeploy Distribution of Security Patches Columbus RemotelyAnywhere Remote Assistance and Training Columbus DataBackup Data Backup for Mobile Users Columbus Replication Data Replication and Synchronization Spider Asset IT Asset Management Spider Licence Software License Management Spider Incident Servicedesk and Ticketing Spider Change IT Change Management Process Spider Contract for IT Contract Management for IT Spider Contract Enterprise Contract Management with all options Spider Contract Professional Flexible / Extensible Spider Contract Basic Out-of-the-box, Quick introduction Columbus Release Services Update of Operating Systems and Software Columbus Infrastructure Audit Review of the entire System Environment Spider Licence Services Article Catalog and Software Recognition Spider System Audit Review of the entire System Spider Contract Services Integration of Contract Data Spider System Audit Review of the entire System Basic services: Hosting Services Provision of Hardware and Software Operating Services Service and Maintenance of your System 14

15 IT Management IT Asset Management Closely integrated with Spider Contract, the IT management tool Spider Asset is based on the same technologies. It manages in addition to the technical data of each workplace or server also the related commercial and organizational information. The ITIL based configuration management database with history function supports the IT operation from the business side and from the technical side as well. The link to Spider Contract allows for a direct view into all agreements concluded for each component. Purchase and leasing data with the related warranty data and periods are available as well as the agreed SLAs. License Management The buildup of a sound software license management system is indispensable because of the increased complexity due to virtualization and due to legal requirements. Spider License manages the entire software installed in the company and administers also the related licenses. You can document the scope of the utilization rights in the company at anytime. Because of the integration with Spider Contract, you have direct access to the captured licenses as well as the purchase and rental contracts with their upgrade options, periods and service agreements. In this respect, optimum utilization degree of agreements, cost optimized follow-up orders and exact checking of the periods are made possible. Software Management The requirements for the IT operation are changing constantly - quickly install software, quickly assign an employee with a computer to another department in another building. Manual changes are fault-prone and often, they will not be updated in centralized systems. The changed memory installation or hard disk in a computer could possibly violate a leasing contract and the relocation of software to another server system can infringe a software license contract. Columbus software management offers all the tools to automatically in-stall operating system and software, inventorize systems and solve user problems at once. The data which are available in the system are transferred to the Spider modules and thus ensure the synchronization of the actual states. Mobile Device Management The fast surge of mobile end devices such as smart phones and tablets is an increasing challenge for users and IT departments. For many companies, this has already had consequences: Instead of only device per user, they now often have to manage 2 or 3 devices with different user profiles and changed support levels. Complex data synchronization and the increased security requirements add to the required effort. Here, Columbus Mobile offers its support: Be it basic definitions of device guidelines, installation of company applications or configuration of the and VPN access also complex tasks can be achieved in a quick and easy manner. Centralized control, automatic remote implementation. Targeted knowledge Legal and purchase department have different requirements regarding the work with contracts. If the legal department is interested in formal details, the purchasing department have to control the master data. The finance department in return needs other data, here they need a quick overview of intervention options and utilization degrees. Spider Contract makes available customizable views and interfaces for all technical groups and answers to any possible question. In addition, the access system filters the information according to the authorization. So everyone knows, what he or she must know. 15

16 Think global act local The brainwaregroup is located in Switzerland and Germany, but at home in Europe and the world. The owner-managed enterprise expanded very early to countries such as Japan and South Africa to accompany the rapid globalization of its customers. These work in industry and trade, in financial economy or in the public area and therefore act locally as well as internationally. As a strong partner with international contacts and local focus, the brainwaregroup offers in products and consulting its competence in IT management, from software distribution up to asset, license and contract management. We will always make the knowledge available for technical departments and management, to make sure that decisions are based on facts and actions. United Kingdom Brainware Technologies Ltd. Hove / United Kingdom Asia Brainware Japan, Inc. Tokyo / Japan Germany / Austria Spider LCM GmbH Hamburg / Germany Headquarter Brainware Solutions AG Zug / Switzerland Africa Columbus Technologies (PTY) Ltd. Pretoria / South Africa All products mentioned in this brochure are trademarks or registered trademarks of the corresponding company, unless the products are trademarks or registered trademarks of the brainwaregroup. Headquarter Brainware Solutions AG Sumpfstrasse 15 CH-6300 Zug Tel Germany Spider LCM GmbH Paul-Dessau-Strasse 8 DE Hamburg Tel United Kingdom Brainware Technologies Ltd. 7 Warnham Court, Grand Avenue Hove, East Sussex, Berkshire BN3 2NJ, United Kingdom Tel Asia Brainware Japan Inc. Anzen Building Residence Motoakasaka Minato-ku, Tokyo , Japan Tel Africa Columbus Technologies (PTY) Ltd. Corporate Corner, Block 8 5 Marco Polo street, Highveld 0169, Centurion, South Africa Tel brainwaregroup All rights reserved

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