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SharePoint and Contract Management

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Presentation on theme: "SharePoint and Contract Management"— Presentation transcript:


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

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

4 Business Applications
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 Positioning 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 information Emotional: “Enabler” of people and organizational effectiveness; More confident of having the right information to make decisions Economic: Quicker ROI, “Option Value” for growing as needs of organization and employees change IT Pro Functional: Single, Integrated, Enterprise ready product that is easy to maintain/ deploy and provides great OOB value Emotional: Tighter control of data and access (control business risk), Involved in strategic tasks (not just mundane IT activities) Economic: (TBD) Lowest TCO

5 Converge the Technology Platforms
3/31/ :42 PM3/31/ :42 PM 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 Converge the Technology Platforms 5 © 2005 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.

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 TIMING: 1 minute Windows SharePoint Services vs. SharePoint Portal Server Microsoft 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 Topics Publishing and Alerts Search Line of business integration and single sign on (SSO) and BizTalk integration Profiling system MySite Site registry Windows 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.

7 MOSS 2007

8 2007 Office System Capabilities
Enterprise Content Management Streamline Processes and Content Management Communication and Collaboration Simplify Working Together Business Intelligence Improve Business Insight Let’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 Intelligence We see benefits of the integration of capabilities of these markets and the market convergence happening around these One 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 security Key take-aways Enterprise focus with emphasis on empowering the individual Taking 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 focus Increase Individual Impact Objective: Increase employee self-sufficiency and effectiveness Emphasize: 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 & Collaboration Objective: Simplify Working Together Emphasize: 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 Management Objective 1: Streamline Content Management Emphasize: 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 processes Emphasize: 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 Intelligence Objective: Improve business insight Emphasize: 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. Fundamentals Objective: Make it secure, reliable and easier to deploy Emphasize: 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 effectiveness Fundamentals Make it more secure, manageable and reliable 8

9 Office System Investments
Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards Docs/tasks/calendars, blogs, wikis, integration, project management “lite”, Outlook integration, offline docs/lists Business Intelligence Collaboration Portal Platform Services Rich and Web forms based front-ends, LOB actions, pluggable SSO Enterprise Portal template, Site Directory, My Sites, social networking, privacy control Business Processes Workspaces, Mgmt, Security, Storage, Topology, Site Model For the Office “12” SharePoint Servers, we focused our investments in the “pie” shown here. Content Management Search Integrated document management, records management, and Web content management with policies and workflow Enterprise scalability, contextual relevance, rich people and business data search

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

11 Document Library Improvements
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 Office12 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
Content Management 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 and Office 2007 desktop applications Customizable through Windows Workflow Foundation Pre-release software, subject to change

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

14 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

15 Keeping Informed Alerts Task notifications RSS
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

16 Wikis and Blogs Wikis Blogs New Wiki template in SharePoint
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

17 Contract Management

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 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 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 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 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 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 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 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 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

27 Simple Contract Management Process

28 FINAL DRAFT Contract Governance
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 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) FINAL Structured, Streamlined & Automated Contracts Process… DRAFT In Progress& Historical Contracts Review Parent/Child Relationship Contract Cloning A B C

29 Contract Management SharePoint Solution

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

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

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

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

34 1. Complete summary of entire process lifecycle workflow
Real-Time Status of all Contract Action Steps Automated 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 & Inactive SmartContract Contract Virtual Workspace Contract Digital Summary

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

39 Questions

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