Sentry’s Implementation and Use of the Supplier Contract Module Presented by: Barry Estes - Director of Procurement and Contracts Blake Barron - Contract Manager Carrie Johannsen - Sr. Sourcing Specialist

Agenda Introduction Overview of Implementation Team/Timeframe Goals and Objectives for using Supplier Contracts Implementation Considerations Challenges and Lessons Learned Electronic Signatures Future/Post Implementation Plans Suggested Enhancements Q & A

Sentry at a Glance

SRM/Finance Modules in Production Purchasing eProcurement Strategic Sourcing Catalog Management Inventory Supplier Contracts Accounts Payable Asset Management Expenses eVoucher (Custom Module) General Ledger All module PeopleSoft 8.9, and Tools SQL Enterprise 2005, 64 Bit Windows 2003 Enterprise 64 Bit

Project Team –2 Technical Resources =.5 FTE –1 Analyst=.25 FTE –1 PM=.1 FTE –4 Functional Resources=1.5 FTE –Assistance From Oracle on weekly conference call

Technical Project Data Project Duration = 17 weeks (10/2/ /31/2007) Technical Effort –Elaboration (Requirements) = 180 hours –Construction (Configuration) = 185 hours –Testing= 120 hours –Project Mgmt= 30 hours Total Technical Effort= 515 hours

Prior Workflow

Goals and Objectives for Implementation of SCM Single Repository of Contracts with associated approval workflow Documented Electronic Approval Workflow On-line Collaboration Audit Trail Electronic Signatures

Electronic Approval Workflow

Approval Screen

Assumptions No Conversion of Existing Contracts  Limited Budget  Limited Resources  Limited Time

Implementation Options Considered Approval Workflow – Ad-Hoc Assigning Libraries and Risk Classes Use of Amendments Use of Clauses and Sections

Manage Contract Library

Challenges and Lessons Learned FTP Protocol conflicting with imaging system Workflow approval chain/self approval (IT fix).xml Template Collaboration Sequence (Only one person at a time) Vendor Paper (Attachment work around)

Current Statistics 643 Contracts processed since implementation. (Approx 1 year) 369 on Vendor Paper Internal Customer Acceptance –Initial resistance due to sequential approval –Currently well accepted

Contract Execution Using Electronic Signatures Why Legality Adobe Considerations –Full version of Adobe –Password protected –Signatures files created for the appropriate officers

Electronic Signature Procedures Contract manager certifies Signer is notified via , signs and saves to their desktop Signer uploads document back into the Supplier Contracts module Signer approves contract is routed to the next signer in the approval work flow routing After signatures document is routed back to administrator to obtain counter-signatures if required

Electronic Signature Benefits Saves time and labor More user friendly for executives Documents are not misplaced Officers can sign contracts remotely

Future/Post Implementation Plans Assigning libraries and Risk Classes Additional Templates Automated Deletion of Prior Versions Cycle Time Reporting

Suggested Enhancements Inquiry only Role Multiple Notifications (expiration, interim notifications) Better Reporting Search Features Additional fields such as type of contract and manufacturer ID.

Questions