1. Electronic Contract File Index Integrating information management systems and automating collaborative environments for record capture during the contract life-cycle 1 National Laboratories Information Technology Conference 2009 Courtenay Turner Erin Brown Pacific Northwest National Laboratory courtenay.turner@pnl.gov erin.brown@pnl.gov

2. Overview Integrating business systems Automating contract file creation Electronic record capture Benefits and future enhancements 2

3. Areas of Opportunity Current process Paper files Minimal collaboration Disconnected information systems Emails and attachments Multiple file versions and duplication No central collaborative space or standardization 3

4. Electronic Solution Central standardized collaborative environment for enhancing the contract life-cycle Web-based Application SharePoint platform.NET customization 4

5. Application Architecture 5

6. 6 Electronic Contract File Index

7. 7 Reference Library Repository

8. 8 Insurance Certificate Repository

9. Preliminary Hazard Assessment Repository 9

10. Supplier Search 10

11. Contract File Requirements Allow collaboration in team workspaces Information systems integration Data synchronization Automate contract file creation Standardized collaborative workspaces Role based permissions Contract file index guide Support final record storage 11

12. Automated Contract File Creation 12

13. Contract File Staging Area 13

14. Contract File Index Guide 14

15. Final Contract File Area 15

16. Benefits Achieved Collaboration No physical storage Central repository for all contract files Standardized collaborative workspaces Integration with other business information systems File backup Automated role based permissions Accessibility and availability 16

17. Future Enhancements Facilitate Electronic Record Storage with integration with HP TRIM software Expanding collaboration outside the business Contract file index guide and final document library relationship Advanced search capabilities 17

18. Questions 18 Courtenay Turner Erin Brown Pacific Northwest National Laboratory | http://www.pnl.govhttp://www.pnl.gov courtenay.turner@pnl.gov erin.brown@pnl.gov