A robust and Open Source contract management system to simplify the contract management process with workflow engine.

1. Alfresco based
CLMS Solution
July 19, 2012
Presented By
Harish Ramachandran – Cofounder & VP – Global Presales, CIGNEX Datamatics
Arun Nithyanandam – CLMS Architect, CIGNEX Datamatics

2. Today’s Agenda
• About Alfresco
• What does CIGNEX Datamatics do?
• Alfresco Platform
– Delivering Integrated Business Ecosystem
• Contract Lifecycle Management
– CLMS based on Alfresco
– Demonstration
• Free Assessment Offer
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3. Alfresco is now the largest open source
content management company in the world
Founded in 2005, with offices in London & Atlanta
Over 3 million community downloads
250+ global channel partners
2,500 customers in 55 countries, including…
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4. Document Management
The
Capture, share & retain corporate content, including
documents, video, images & graphics files
Alfresco Records Management
Platform
Ensure governance, compliance and retention of
company or government records
Web Content Services
Author, collaborate & publish to Drupal, Liferay,
JBoss Portal or your custom web app
Enterprise Collaboration
Create, share, collaborate, iterate & discuss content.
Then publish to social channels.
Open Source Platform
Build content-rich apps and websites using RESTful
APIs or Java & open standards like CMIS & JSR 168
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5. The Alfresco 4 Business Case
Forrester Study, December 2011: Alfresco Enterprise pays for itself in 10
months. But Alfresco Enterprise 4 goes even further, with…
• Increased User Adoption = Increased Enterprise Value
– The more employees that use ECM, the more ROI
• Decreased Need for Other Tools = Fewer Vendors, Lower Costs
– Built-in social publishing, free mobile apps save you money
• Performance, Scalability & Admin Improvements = Lower Operating
Costs
– Less downtime, more users and content per instance, easier administration
saves time & money
• B2B Collaboration Outside the Firewall = Higher Productivity
– With Alfresco in the cloud sync (due Summer 2012), employees can more easily
collaborate with outside partners and suppliers, meaning higher overall
productivity
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6. About CIGNEX Datamatics
A subsidiary of Datamatics Group Services Limited
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7. What Does CIGNEX Datamatics Do?
Since 2000, CIGNEX Datamatics has helped
clients save over $500 Million USD by
adopting commercial Open Source software
across 250+ implementations
Time
Saving
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8. Where We Can Help You
web content management portals
document management DAM intranets
records management e-commerce
digital asset management social collaboration
big data/analytics integration & ESB
business intelligence mobile apps
business process/BPO SAP/ ERP apps
enterprise search CLMS
Open Source Center of Excellence (CoE)
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9. Alfresco Practice at CIGNEX Datamatics
• Close working relationship since 2005
– Platinum Partner
– Conduct Alfresco training worldwide
• Global Platinum Partner
– Deployed over 50 enterprise solutions
– Over 50 Alfresco consultants 2010 Alfresco North America
Partner of the Year
– Developed Accelerators & frameworks
• Toolkit: Migration from Documentum
• Contract Lifecycle Management
2010 Alfresco APAC
• Achievements Partner of the Year
– Alfresco “Recognized Developer”
– Authored 4 Alfresco Books
– 2010: Alfresco Partner of the Year
– 2008: Best North American
implementation of the Year
– 2007: WCM Implementation of the Year
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10. Alfresco as a Platform
Delivering
IBE - Integrated Business Ecosystem
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11. Alfresco: Integrated Business Ecosystem
Stake Holders
BI • Employees
CRM E-commerce • Clients
Business
• Partners
Portals
Learning Legacy
Applications
• Suppliers
Management
• Government
ERP ECM
• Bank
Building a technology platform to compete in the connected economy
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12. Alfresco Implementations by CIGNEX Datamatics
Industry
Healthcare High Tech Telecom, Media, Education Government Travel &
BFSI Hospitality
Entertainment
Solutions
ECM, Portals & Social Collaboration,
Workflows (Staffing Solutions, CLMS)
Integrations
Applications
Document Record Web Content Enterprise Content Integration
Management Management Services Collaboration And Services
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13. Alfresco Integrations by CIGNEX Datamatics
RPM
RESTful Web Services/ Web Scripts/ CMIS
Versioning Workflow Security Modeling
Search Scripting Alfresco DM Templates X-forms
Transformations Rules Engine
External Feeds External Apps
(News XML, ZIP, Email, (Digital Assets, Meta- DAM System,
Administrators Scanners, Fax, Others) Data) Asset Storage
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14. Contract Life Cycle Management
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15. Why CLMS ?
 A proactive & methodical management of Contracts from
initiation through award, to compliance and renewal
 Acts as a key link between Strategy & Execution
 Encompasses all critical business functions –
 Sales
 Marketing
 Purchases
 Finance
 Legal
 HR & Suppliers/Customers
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16. Benefits of CLMS
• Key Benefits
– Cut contract cycle time, greater visibility and boost productivity
• Centralized Repository and an Enterprise-wide, structured process to
manage contract creation and execution
• Automated workflow for contract review and approvals
• Recognize revenue quicker
• Take advantage of renegotiation to improve terms
• Effectively manage contract milestones via automated alerts
– Ensure Compliance
• Avoiding penalties and sanctions by ensuring operational and
regulatory compliance
• Obligations management capabilities and key performance indicators
to improve contract compliance and performance
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17. CIGNEX Datamatics Contract Management Expertise
• Over 10 Years in the Contract Management Domain
• Industries
– Pharmaceutical, BFSI, Bio Tech, Media, Diagnostics, Energy, Defense,
Manufacturing, Consumer Goods
• Involved In
– Business Analysis
– Design
– Implementation
– Roll out
– Product Management
• Open Source
– Contract Management Solution
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18. Contract Lifecycle Management
Solution
Based on
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19. Alfresco 4.0 for CLMS
Share Drag & Drop
Site Content
Administration Platform
For portals
Activiti Alfresco as a
Cloud
Workflow CLMS
• Central Repository with security privileges
• Automated business processes – Workflow, Business Process Management
• Facilitating collaboration among departments
• Reducing manual overheads as well as paper or storage costs
• Document retention & compliance to regulations
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20. CIGNEX Datamatics’ CLMS Framework
Contract Document
Contract History
Metadata
Correspondence Workflow Approvals
Compliance
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21. Features of CLMS Framework
Drafting
Reviews, Approvals
Spend Details
Preferred Suppliers Contract Validations
Storage, Audit Trails
Resource Optimization
Process Improvements
Creation
3rd Party
Approvals
Contract Contract Redlining
Analysis Negotiation Versioning
Activation
Amendments, Renewals
Commitments
Notifications / Alerts Contract Contract Capture signatures
Setup Expirations
Search & Reports
Administration Execution Central Repository
Terminations
Contracts live a complex lifecycle
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22. Drafting Best Process Workflow
Applicable to Draft
New Agreement
Action
New Agreements
created in the system
Multiple Activities
Draft agreement
Internal reviews
Internal approvals
External negotiations
Collect signatures
Activate Agreement
Activity Description Default Responsible Owner
Draft Document Prepare documents Contract Manager
Reviews Review agreement language based on clause Reviewers
level reviews
Approvals Approve based on Approval authority / Contract Approver
Corporate policies
Negotiations Negotiate with external party Contract Manager
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23. Why an Auto Parts Company needed CLMS
• Client Overview
– From a single store in 1950s to over 3,500 stores with more 45,000
team members
• Why Open Source based CLMS was needed?
– To manage all their supplier agreements
– To renew their supplier agreements with the latest approved
supplier policies
– To properly maintain multiple versions through redlines during
negotiation
– To enforce internal approval policies and guidelines
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24. Customized CLMS for an Auto Parts Company
• Solution Features
– Integrate with
Supplier Master for
Reports
approved product
Active Directory
lines
Contracts – Integrate with
Supplier Master for
Signature Authority
Products /
DOA Approvals
Services Spend
Details
• Benefits
PO based
on Contract
recorded
in Contract
– Only approved
product lines in the
Suppliers agreement
Payment
– Ensure validity of the
System agreement by having
Send Payment on
policy driven
Purchasing
PO’s
3-way match
approvers and
Receipts Mark Payment
Sent
signatories
Invoices
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25. CLMS Framework Technical Specifications
• Technology Platform
– Alfresco 4.0 Enterprise Edition
– OS: Redhat Enterprise Linux
– Database: MySQL
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26. Customized CLMS for a Bank
Solution Overview Benefits
• Implementation of a regional procurement & Contract • Reduced TCO by 70%
management system for a southeast Asian bank for a leading Asian
– Multi-country roll-out and support for 3 languages Banking & Financial
– Integration with Peoplesoft Account Management & Accounts Payable Services Group by
Systems rolling out an Alfresco
based Contracts &
Procurement System
across 5 countries
• Improved operational
efficiency by 90% and
migrated 5,000+ legacy
contracts
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27. Demonstration
Contract Lifecycle Management
Based on
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28. Creation of a Contract
• Contract is created by either uploading any current
document / folder or by creating a new file
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29. Drafting of Contract
• Contract which was uploaded / created goes through the
next step of creating workflow
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30. Contract Workflow Management
• After the contract is created, it is termed as “Draft Contract”
as it is still under the process of reviewing and negotiation
through the workflow operation as shown below
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31. Contract Negotiation
• This workflow enables the negotiation phase where the
particular contract is selected and particular comment is
added for the workflow process
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32. Contract Review
• The particular contract is sent to the designated authority
for reviewing, changing the T&C’s, updating prices and to
send for vendor signature
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33. Status of a Contract Analysis
• This dashlet shows contracts which are
• Active / Executed
• Awaiting Activation (Approval)
• Cancelled
• Inactive
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34. Dashlet - My Tasks
• User Tasks
– A dashlet on each User’s page shows the upcoming tasks and status
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35. Free Assessment Offer
This assessment enables companies to maximize existing IT assets and
build a roadmap of the vetted Open Source technology options to:
• Reduce software costs up-to 70%
• Help generate opportunities for growth and service
The FREE Assessment Offer Includes:
• Situation Analysis For more information, please visit:
• Gap Analysis www.cignex.com/alfresco-freeassessment
• Recommendations/Roadmap or contact us at marketing@cignex.com
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36. Thank You. Questions?
CIGNEX Datamatics makes Open Source work for you!
Arun Nithyanandam Harish Ramachandran
arun@cignex.com harish@cignex.com
1-408-886-9945 1-408-886-9934
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