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1. 2 SharePoint and Contract Management Alan Weintraub Practice Director – ECM Consulting (610) 234-4032 (office) (484) 467-5720 (Mobile)

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Presentation on theme: "1. 2 SharePoint and Contract Management Alan Weintraub Practice Director – ECM Consulting (610) 234-4032 (office) (484) 467-5720 (Mobile)"— Presentation transcript:

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2 2 SharePoint and Contract Management Alan Weintraub Practice Director – ECM Consulting (610) 234-4032 (office) (484) 467-5720 (Mobile)

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

4 SharePoint Vision HR, Finance, etc. Team Collaboration Personal Enterprise Portal Internet Presence Employees Customers Partners Business Applications (SAP, data warehouse, custom...) XML Web Services A unified, enterprise-ready solution that boosts organizational effectiveness by: making information and knowledge sharing intuitive and easy controlling and reusing content while reducing information management risk enabling faster and more insightful decision making

5 Converge the Technology Platforms SharePoint Portal Server 2001 SharePoint Team Services v1 Content Management Server 2002 SharePoint Portal Server 2003 Windows SharePoint Services v2 Windows SharePoint Services V3 Office SharePoint Server 2007 Portal, Content Management, Search, and Much More

6 6 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

7 7 MOSS 2007

8 Fundamentals Make it more secure, manageable and reliable Enterprise Content Management Streamline Processes and Content Management Business Intelligence Improve Business Insight 2007 Office System Capabilities Communication and Collaboration Simplify Working Together Individual Impact Increase employee self-sufficiency and effectiveness

9 9 Office System Investments Docs/tasks/calendars, blogs, wikis, e- mail integration, project management lite, Outlook integration, offline docs/lists Collaboration Business Intelligence Portal Enterprise Portal template, Site Directory, My Sites, social networking, privacy control Enterprise scalability, contextual relevance, rich people and business data search Rich and Web forms based front-ends, LOB actions, pluggable SSO Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards Integrated document management, records management, and Web content management with policies and workflow Business Processes Search Content Management Platform Services Workspaces, Mgmt, Security, Storage, Topology, Site Model

10 Content Management Document Management Records Management Policy and Compliance Web Content Management ContentManagement Pre-release software, subject to change

11 11 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 Collaboration

12 Documents Document Management Scalable Document Libraries and Repositories Security and Tracking Workflow and Approval Out of box multi-stage Serial and Parallel document workflows Integrated with email and Office 2007 desktop applications Customizable through Windows Workflow Foundation ContentManagement Pre-release software, subject to change

13 Records and Web Content Policy and Compliance Centrally controlled auditing, expiration & retention policies Archival, retention and regulatory compliance E-mail content as records Web Content Management Designed for Internet and Published Sites New Web and Word Authoring capabilities New Content Deployment and Publishing tools ContentManagement Pre-release software, subject to change

14 14 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 SharePoints calendar module with richer calendar views, recurrence support, all-day events, and more Collaboration

15 15 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 E-mail 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 Collaboration

16 16 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 Collaboration

17 17 Contract Management

18 18 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. Why Contract Management?

19 19 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

20 20 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

21 21 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

22 22 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

23 23 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.

24 24 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

25 25 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.

26 26 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. Vendor/ Customer Document Management Sales/ Procurement Contracts Legal Finance Managers Executives Copies are printed for numerous levels of approval Continuous changes and reprinting by all groups Contract need triggers process Contracts team begins process of collecting information New contract is sent to vendor or customer for feedback E-mail

27 27 Simple Contract Management Process

28 28 5. Contract Changes & Negotiation Contract Execution 4. Delivery & Approval(s) Flow Term & Budget Governance & Audit Trails Team Workspace Collaboration Document Management 6. Contracts Command Center Real Time Process Intelligence & Operational Performance 1.Contract Knowledge Center Contract Initiation 2. Contract Review & Request Center Term & Clause Legitimization Review Best Practices Training & Support News & Events Step-by-step Dynamic Questions Flow SmartContract Creation Automated Approval Flow 3. Dynamic Contract Creation (Budget, Terms, & Conditions) Contract Governance Completion Notifications Historical Data Capture Financial Systems Data Pull 7. Finalize Contract Metrics & Analytics Performance Measurement Lessons Learned 8. Contracts Performance Center (Compliance & Measurement) Structured, Streamlined & Automated Contracts Process… In Progress& Historical Contracts Review Parent/Child Relationship Contract Cloning A B C

29 29 Contract Management SharePoint Solution

30 30 Hot of the Press! CLM Related Announcements and News Value to Organization Clearinghouse for process related communications Links to Best Practice resources located where work is done Enhanced collaboration using LiveMeeting CLM Live Calendar Meetings and Events CLM Related Website Links Including Live Meeting

31 31 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 Personal & Shared Pipeline Views Kick Off New Contract Process Workflow Drag & Drop Pipeline Dashboard Columns & Filters Printable Views & Export to Excel

32 32 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 Role and Process Based Access Action Steps by Individual Phase Action Step Workspace Workflow Summary and Audit Log Process Team and Related Smart Documents

33 33 Dynamic Rule Based Question Tree Automated Workflow and Task Assignment Policy Based Access Contact List System or User Created Documents

34 34 1. Complete summary of entire process lifecycle workflow Automated Audit Log of all Contract Activity Real-Time Status of all Contract Action Steps

35 35 Policy Based or Ad hoc Workflow Approval Intuitive Approve/Reject and Status Pane for all Tasks

36 36 Dynamic SmartDoc Creation From Legal Library of Pre- approved Terms and Conditions Clause Pane for One Click Rule and Policy Based Editing of Contract

37 37 Step 5. The End Results! Contracts Pipeline of Work in Progress Contract Virtual Workspace SmartContract Contract Digital Summary Contracts Historical Pipeline of Active & Inactive

38 38 Information Business Process Assets and Applications Technology Infrastructure Security Business Continuity Compliance / Strategy / Mission Canon Technology Solutions Viewpoint Content Ecosystem

39 39 Questions

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