2 SharePoint and Contract Management Alan WeintraubPractice Director – ECM Consulting(610) (office)(484) (Mobile)
3 AgendaWhat is SharePointMOSS 2007Contract ManagementWrap-up and Questions
4 Business Applications SharePoint VisionHR, Finance, etc.Team CollaborationPersonalEnterprise PortalInternet PresenceEmployeesCustomersPartnersBusiness Applications(SAP, data warehouse, custom . . .)XML Web ServicesA unified, enterprise-ready solution that boosts organizationaleffectiveness by:making information and knowledge sharing intuitive and easycontrolling and reusing content while reducing information management riskenabling faster and more insightful decision makingPositioning statement: Microsoft SharePoint Products and Technologies provide a single, unified, enterprise-ready solution that boosts organizational effectiveness by streamlining business processes and making information sharing between IWs intuitive and easy through the best integration with familiar desktop applications and tools.Decision Maker (BDM, TDM)Functional: Improve employee efficiency, empower your people to share, find, understand and use informationEmotional: “Enabler” of people and organizational effectiveness; More confident of having the right information to make decisionsEconomic: Quicker ROI, “Option Value” for growing as needs of organization and employees changeIT ProFunctional: Single, Integrated, Enterprise ready product that is easy to maintain/ deploy and provides great OOB valueEmotional: Tighter control of data and access (control business risk), Involved in strategic tasks (not just mundane IT activities)Economic: (TBD) Lowest TCO
6 Windows SharePoint Services vs SharePoint Portal Server SharePoint Portal Server is built on Windows SharePoint ServicesSharePoint Portal Server takes all the Windows SharePoint Services sites and makes them navigable, searchable, and adds enterprise level featuresExtra features in SharePoint Portal Server:Hierarchical navigation and category services with Areas and TopicsPublishing and AlertsSearchLine of business integration and single sign on (SSO) and BizTalk integrationProfiling systemMySiteSite registryTIMING: 1 minuteWindows SharePoint Services vs. SharePoint Portal ServerMicrosoft SharePoint Products and Technologies (including SharePoint Portal Server 2003 and Windows SharePoint Services) deliver highly scalable collaboration solutions with flexible deployment and management tools. Windows SharePoint Services provides sites for team collaboration, while SharePoint Portal Server 2003 connects these sites, people, and business processes—facilitating knowledge sharing and smart organizations.SharePoint Portal Server 2003 also extends the capabilities of Windows SharePoint Services by providing organizational and management tools for SharePoint sites, and by enabling teams to publish information to the entire organization.Extra features that SharePoint Portal Server adds to Windows SharePoint Services are:Hierarchical navigation and category services with Areas and TopicsPublishing and AlertsSearchLine of business integration and single sign on (SSO) and BizTalk integrationProfiling systemMySiteSite registryWindows SharePoint Services provide the technology on which the sites are built and maintained while SharePoint Portal Server aggregates team sites in a portal directory and makes the sites findable and searchable. In addition, SharePoint Portal Server web part pages can aggregate information that is found on a Windows SharePoint site.
8 2007 Office System Capabilities Enterprise Content ManagementStreamline Processes andContent ManagementCommunication and Collaboration Simplify Working TogetherBusiness Intelligence Improve Business InsightLet’s take a high level look at the overall Office system investments that Microsoft is making. As you can see, each of these areas require both client and server advancements.As the ground shifts under organizations in the new world of work, it makes sense that the tools information workers use in their jobs should evolve to meet new needs and provide new capabilities. The traditional authoring, analysis and communications tools remain relevant, but are no longer “good enough” on their own to enable information workers to maximize their contributions or adapt to the onslaught of new data.Information work solutions are becoming more deeply integrated with network infrastructure, better able to support critical capabilities like information rights management, and expanding to provide richer communication and collaboration channels for teams and organizations. Looking ahead, we see opportunity in organizations of all sizes to maximize employee and workgroup impact, connect effectively with customers and partners, enable informed and timely decision making, and manage and protect information in today’s corporate environment. Microsoft is focusing on five major areas to provide workers and organizations with the means to compete and win in an environment of accelerated change.Key points:Three big organization-wide areas of investment: Enterprise Content Management, Communication and Collaboration and Business IntelligenceWe see benefits of the integration of capabilities of these markets and the market convergence happening around theseOne of the keys to get full value of these capabilities is the individual – where customers have failed to get full benefits from these types of systems is tied to getting users to adopt the usage and business process changes.Underlying this is the ability to build and extend solutions and fundamental elements of manageability, reliability and securityKey take-awaysEnterprise focus with emphasis on empowering the individualTaking an end-to-end solution view from individuals working in familiar Office programs to enterprise servers providing capabilities to address organizational needs to “cloud services” providing capabilities or assistance to users.Long-term commitment – not a one release focusIncrease Individual ImpactObjective: Increase employee self-sufficiency and effectivenessEmphasize: We will continue to invest in providing tools for individuals to be productive and effective.We will be working to make individuals more self-sufficient by enabling them to perform more sophisticated tasks themselves and providing more self and community-based help options.Communication & CollaborationObjective: Simplify Working TogetherEmphasize: We will continue to invest in team effectiveness and will be expanding this to include integrated communications and the ability to work easily with partners and customers.Enterprise Content ManagementObjective 1: Streamline Content ManagementEmphasize: We will expand what we provided in Wave 2003 of the Office System for document management to allow better policy management of content across the organization.We will be making sure we keep the overhead of document management to a minimum and that we make it simple for end users to participate in document management processes.Objective 2: Streamline processesEmphasize: For corporate developers, we will be delivering a platform on which they can easily build and deliver rich solutions that incorporate workflow, business system integration and Office client familiarity.Business IntelligenceObjective: Improve business insightEmphasize: We will make it easy to find, analyze and use the expertise and data hidden within an organization and its business systems to make better informed decisions personally and within a team.FundamentalsObjective: Make it secure, reliable and easier to deployEmphasize: We have made great strides in the last few years on the security, reliability, and deployment of Office, and we will continue to invest in these fundamentals.We are making investments in establishing a digital connection with customers, making deployment and patching simpler and providing software that is secure by design and by default.2007 Microsoft Office suites will support Windows XP SP1+ for clients and Windows Server 2003 & SQL 2000 and later for servers.Individual Impact Increase employee self-sufficiency and effectivenessFundamentals Make it more secure, manageable and reliable8
9 Office System Investments Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/DashboardsDocs/tasks/calendars, blogs, wikis, integration, project management “lite”, Outlook integration, offline docs/listsBusinessIntelligenceCollaborationPortalPlatformServicesRich and Web forms based front-ends, LOB actions, pluggable SSOEnterprise Portal template, Site Directory, My Sites, social networking, privacy controlBusiness ProcessesWorkspaces, Mgmt,Security, Storage,Topology, Site ModelFor the Office “12” SharePoint Servers, we focused our investments in the “pie” shown here.ContentManagementSearchIntegrated document management, records management, and Web content management with policies and workflowEnterprise scalability,contextual relevance, richpeople and business data search
10 Pre-release software, subject to change ContentManagementContent ManagementDocument ManagementRecords ManagementPolicy and ComplianceWeb Content ManagementPre-release software, subject to change
11 Document Library Improvements CollaborationDocument Library ImprovementsCheck-out documents locallyOffline document libraries in OutlookMajor/Minor version trackingVersion managementMultiple content type supportPolicy, auditing, workflow, and more.Tree view supportOffice12 improves the experience of checking out documents from Sharepoint by allowing authors to edit a private copy, either on the local disk or on the server. While a document is checked out, other users will see the previous version, while only the author will see the latest changes. The critical change to existing functionality is that a link persists between the document and the server, so the user upon exit will be prompted to check back into the document library. The advantage of editing locally is that authors can work on documents while they are not connected to the network. The advantage of editing against the server is that authors can access the in-progress copy from any PC with access to the site.
12 Pre-release software, subject to change ContentManagementDocumentsDocument ManagementScalable Document Libraries and RepositoriesSecurity and TrackingWorkflow and ApprovalOut of box multi-stage Serial and Parallel document workflowsIntegrated with and Office 2007 desktop applicationsCustomizable through Windows Workflow FoundationPre-release software, subject to change
13 Records and Web Content ManagementRecords and Web ContentPolicy and ComplianceCentrally controlled auditing, expiration & retention policiesArchival, retention and regulatory compliancecontent as recordsWeb Content ManagementDesigned for Internet and Published SitesNew Web and Word Authoring capabilitiesNew Content Deployment and Publishing toolsPre-release software, subject to change
14 CollaborationOutlook IntegrationOutlook allows user to work with personal and team data in one placeRead/Write access to SharePoint datatypesCalendar, tasks, contacts, discussions, and documentsSynchronization for offline supportRoll-up views of calendars and tasks across sitesImproved calendarSharePoint’s calendar module with richer calendar views, recurrence support, all-day events, and more
15 Keeping Informed Alerts Task notifications RSS CollaborationKeeping InformedAlertsFilters for more relevant alertsRicher information about item that has changed in the alertPlatform for custom formatting, events, and alertsTask notificationssent to user on assignment. No need to even sign up for an alert.Unified view of ‘Tasks’ across sites (and personal tasks) in Outlook.RSSAll SharePoint lists provide RSS feeds
16 Wikis and Blogs Wikis Blogs New Wiki template in SharePoint CollaborationWikis and BlogsWikisNew Wiki template in SharePointEasy to create, edit, link, and restore pages.Key FeaturesFast and easy page creationEasy and automatic linkingVersion differencingWYSIWYG editingBuilt on core SharePoint platformE.g. search, navigation, alerts, custom fields, etc. all work with the WikiBlogsBlog template provides a ‘publishing’ oriented experienceSupport core blog features:PostsComments (including count)RSS feedArchive views
18 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.
19 Contracts Management – the concept 60-80% of business-to-business transactions are reinforced by legally binding contracts and agreementsContracts often archived away in filing cabinetsContracts contain key terms, conditions and milestones that need to be properly managedEnforcement of contract terms & conditions may be the responsibility of several people in different business functionsRenewals management is a major problem for most large enterprises
20 Key business issues relating to Contracts Management Compliance to corporate governance legislation and regulationsManagement of risks and liabilitiesExtent of limited liability, warranty periods, penalty clauses, sales discounts et al included in contracts and agreements
21 Key business issues relating to Contracts Management … High costs associated with creating & managing contractsLegal feesAdministration costsErroneous payments, etc.Constant pressure to improve business efficiencySave time… with fewer resources
22 Contract Management Goals Improve Efficiencies:Automate Contract ManagementIntegrate Contract Management across the OrganizationIncrease Revenues:Efficient renewal of important contractsShorten the time from start to executionReduce Risks:Enforce Business practicesRestrict contracts to approved language
23 Business DriversVolumes of contracts have proliferated in recent yearsAverage 20,000 – 40,000 in typical Fortune 1000Integrated contract management capabilities willReduce 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 What types of contracts are there? … Employment contractsSupplier contractsNon-disclosure agreementsSales agreementsLoan agreementsMortgage applicationsPartnership agreementsLease agreementsConsulting agreementsAgency agreementsBroker agreementsIntellectual property licencesJoint marketing agreementsJoint venture agreementsMergers & acquisitionsOutsourcing contractsInsurance policies
25 Key BenefitsStandardized 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 companyRisk management through reporting across clauses and terms.
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/ CustomerDocument ManagementSales/ ProcurementContractsLegalFinanceManagersExecutivesCopies are printed for numerous levels of approvalContinuous changes and reprinting by all groupsContract need triggers processContracts team begins process of collecting informationNew contract is sent to vendor or customer for feedback
30 Value to Organization Clearinghouse for process related communications Hot of the Press!CLM Related Announcements and NewsCLM Live Calendar Meetings and EventsValue to OrganizationClearinghouse for process related communicationsLinks to Best Practice resources located where work is doneEnhanced collaboration using LiveMeetingCLM Related Website Links Including Live Meeting
31 Printable Views & Export to Excel Kick Off New Contract Process WorkflowPersonal & Shared Pipeline ViewsValue to OrganizationCollapsed contract cycle time by up to 50% or moreIncreased transparency and visibility into contract processSimplified resource allocation and decision-makingDrag & Drop Pipeline Dashboard Columns & Filters
32 Role and Process Based Access Process Team and Related Smart DocumentsAction Steps by Individual PhaseValue to OrganizationAction Step WorkspaceProcess view with wizard driven configuration to your processSmartQuestion Tree collects data for automatic generation of SmartContractIncreased compliance and governance with predefined workflowWorkflow Summary and Audit Log
33 Dynamic Rule Based Question Tree Policy Based Access Contact ListAutomated Workflow and Task AssignmentSystem or User Created Documents
34 1. Complete summary of entire process lifecycle workflow Real-Time Status of all Contract Action StepsAutomated Audit Log of all Contract Activity
35 Policy Based or Ad hoc Workflow Approval Intuitive Approve/Reject and Status Pane for all Tasks
36 Clause Pane for One Click Rule and Policy Based Editing of Contract Dynamic SmartDoc Creation From Legal Library of Pre-approved Terms and Conditions
37 Step 5. The End Results! Contracts Pipeline of Work in Progress Contracts Historical Pipeline of Active & InactiveSmartContractContract Virtual WorkspaceContractDigital Summary