Contract Management with SharePoint and Office365

Legal and Contract Collaboration
with Office 365 and SharePoint
Copyright © 2014 Optimus BT. All rights reserved.

OURPASSION
We think the internet and the adoption
of trends on the internet are leading
indicators for the upcoming innovations
in the enterprise. We are passionate
about helping our customers interpret,
leverage, and maximize the business
benefits of these incremental or
disruptive trends and making it a reality
in their operating environment.
Be a leader in the adoption of new and
significant trends in the technology
marketplace that influence our
customer’s business. Pace ourselves to
the urgent needs of our customers. Be a
trusted Advisor. Add value to every
relationship.
CUSTOMERS
Uncompromising focus on the success of
every relationship, project and solution.
We go the extra mile, stay the extra night
in our quest to help our customers
achieve the 110% results from the
investments they are making with us and
the solutions we build.
OURVISIONOURVALUE
 Since 2005 been developing and
managing SharePoint Infrastructure and
Solutions for 100s of clients worldwide.
 Implementations include – SharePoint
Architecture, Infrastructure
Implementations, Enterprise Intranets,
Business Applications, Business
Intelligence, Industry Applications
among many others
 Current Services include Office 365
Implementations, Azure and SQL Cloud
Implementations, SharePoint 2013
Migrations and Implementations,
Business Solutions, Web Portals and
Intranets, Office and SharePoint Apps
Development
 Developing many different types of Apps
including the Corevo eContracts
Platform, Self Service Apps, Facilities
Apps, among others.

About eContracts for Enterprise
 A Comprehensive Enterprise Contract Management System
for both On-Premise SharePoint 2010, 2013 & Office 365
 Developed to address Enterprise Contract Management,
Customer and Vendor Management Needs (Including
Sourcing, Procurement, Proposals, etc.)
 Natively SharePoint – supports all SP Investments;
 Extends the Office 365 environment with Azure
 Scheduled Releases every quarter with ever improving
functionality and features including industry solutions
 Have a good process for upgrades, patches and migrations
of the platform
 Migration tools
 Import/Export tools
 Dev, Staging, Production Migration
 Support
 Help Desk
Full Service Implementations
 Business Consulting - Sales, Procurement and Financial Metrics
Analysis
 Contracts Analysis
 Contract Process and Data Analysis
 Analyze all of your contract
 Self Service Contracts versus Managed Contracts
 Vendor and Customer Onboarding Process
 Infrastructure Consultation
 Implementation Services
 Integration and Customization Services
 CRM Integrations
 ERP Integrations
 Cloud Services Integrations (Vendor Credit Verification, Portal
Integrations, among others)
 Maintenance and Support Services
 With Maintenance Agreements – Free
 Email
 Support, Defect Escalation
 Patch & Hot Fixes Management

eContracts Product Suite
eContracts for Office 365
(SaaS/ multi- tenant)
eContracts for Office 365
(Single Tenant/ Enterprise Cloud)
eContracts for SharePoint
(SharePoint 2010 & 2013)
eContracts 365 a complete Windows Azure
Cloud App designed to serve various Small
& Mid-Sized organizations
eContracts a complete Windows Azure
Cloud App designed to serve the
Enterprise by integrating with it’s existing
Private Cloud infrastructure
eContracts a SharePoint 2013 based
Solutions designed for the Enterprise by
using it’s existing SharePoint 2013
infrastructure

eContracts Package Offering
 Target Core Contract Management
Groups and Managers and Approvers.
 Appropriate for Small- to Midsize
contract groups.
 Provide central repository for
managing contracts including contract
metadata and search. Document
Management, Counterparty Database,
Reports, Alerts, Renewals, Extensions,
Amendments, Negotiation & eSignature.
 Multiple Contract Areas and Security.
 Does not provide contract pipeline
management (for requests).
 Does not support multiple
organizations.
 Does not support end-user self service
contracts and status updates.
1STANDARD
2 3PROFESSIONAL PREMIUM
 In addition to Standard features,
this license includes the following:
 Contracts Pipeline (Requests)
Contract Approvals & Workflows
(Adhoc), and Document Automation
 Support for multiple organizations
/ multiple company profiles
 In addition to Professional features,
this license includes the following:
Business User Portal, Self Service
Contracts, Clause Management, HR
Integration, Vendor Integration,
Customer Integration, and Rule based
Workflows

Need for Contract Management

Need for a Contract Management System
A Centralized Contract Repository
Milestone & Alerts Management
Clarity in Obligations & Ownerships
Contract Performance Tracking
Contract Pipeline Activity and Approvals
Improves Contract Visibility Centralized Access to Information Related Master Agreements Related Amendments & Addendums
Review TimelinesContract Expirations & Renewals Key Project Milestones Compliance Milestones
Assign Obligation OwnershipsOn-time Obligation fulfillment Reminder Emails To Do Follow ups
Activity TrackingContract Dashboards & Alerts Summary & Tabular Reports Financial Metrics Compliance
Contracts Automation
Automate Contract Templates Self Service Contracts Workflow Approvals & Reviews Signatures Contract History
Vendor and Customer Management
Vendors & Customer Data management Vendor Compliance & Tracking Customer Contract Performance
Organizational Hierarchies Delegation of Authority Configuration Rules based configuration Engage Key Stake Holders

Contract Management Lifecycle & Related Processes
Alerts & Reminders on upcoming
contracts renewals, renewal
notifications and negotiations.
Sharing of documents with
Counterparties for external review
Share with Internal & External users
for Digital Signatures on Documents
Save email as correspondence,
tagging email with contract records,
Self- Service creation support.

eContracts Solution Architecture
BUSINESS
USERS

eContracts Modules for SharePoint (On-premise)

eContracts for Office 365 Overview (SaaS & Enterprise Cloud)

Contract Solution Areas
Procurement, Supply Chain &
IT Contract Management
 Vendor Management & On-boarding
 Procurement Contracts (IT, Purchasing, Services, Consulting, Supply Chain)
 RFx Management (Additional Module)
 Vendor Registration & Portal (Customized)
 Vendor Performance Management
 Integrate PO, Invoice Data from ERP or Other Source Systems (Optional)
 Customer & Trade Partner On-boarding
 Customer Contracts & Agreements (NDAs, Purchase & Sale, Trade
Agreements)
 Contract Request Management & Self Service Contracts
 Extend to Support - Proposal & Quotes
 Delivery & Invoice Timelines, Milestones
 Integrate CRM & Order Data (Optional)
 Product & Service Catalog (Coming Soon)
Customer Contracts & Trade
Agreements
 System of Record for Contracts
 Detailed Contract Document Review Workflows
 Contract Redlining Capabilities
 Document Automation and Clause Library
 Clause Versioning and Reviews
Corporate Legal and Contract
Teams

Organizing Enterprise Contracts
Repository
 Support for flexible contract metadata based on configurable contract types.
 Extend the system to manage other related business needs such as proposals,
quotes, RFx, customer information, invoices
 User level views of the repository based on logged in user.
Contract Categorization
 Contract Categories: mapped to legal entities, departments, or locations in your
organization- for better reporting and views
 Contract Areas: mapped to contract management users or groups- for better
management of privileges and ownership
 Contract Types: mapped to functions such as purchasing, human resources,
leasing- for better management of document templates, milestones, obligations,
and clauses.
Contract Relationships
 Specify Contract Relationships such as Master Agreements at a contract item
level.
 Specify Sub-Contractor Agreements and link to Prime/Master Contracts
 Manage Jobs, Project related meta-data, all related contract documents
End User Configurable Custom Metadata
Contracting Process and Reporting Needs.

Managing Contracts
Contract States & Actions
Self Service Portal
 Default states available are In Progress, Active, Executed, Expired &
Archived Contracts.
 Contextual Contract actions and properties are based on the current
Status of the Contract.
 Support for New Version of Documents, Edits and Approval workflow
when In Progress.
 Tracking Milestones, Obligations, and Set Up Alerts on Active, Executed
Contracts.
 Amendments, Renewal & Performance Review Actions of Expired & About
to Expire Contracts.
 Move to Archives, Audit trail action on contracts ready for archival.
 Portal for Requesting for Contract, Review of Contracts, etc.
 Self Service Creation of Contracts for Sales, Service, Procurement & IT
 Multiple Contract Owner based alerts
 Contract Search & Access based on Security
 Take action on assigned To Dos based on obligations managed by
Contract Team

Milestones, Obligations and Workflows
Milestones & Alerts
 Auto creation default milestones such as start date, renewal
date, executed date, expiration dates.
 User defined milestones based on creation contract types such
as delivery dates for sales contracts.
 User level subscription for email alerts and notifications
 Milestone reminders
 Calendar view of upcoming milestones.
Obligation Management
 Contractual obligations with ownership.
 Connect milestones with obligations for managing timelines.
 Obligation performance reports at a contract level.

Contract Approval & Reviews
Workflows & Tasks
 Workflows for routing contract approvals and reviews.
 Approval tasks with change request, commenting, and delegation.
 Route contracts for approvals and review based on Contract Value or Contract
Type.
 Tasks due dates with escalation.
Document Version & Change Management*
 Versioning of documents with version comments. Revert back to past versions.
 Comparison of changes between versions with Redlining.
 Accept or Reject changes. Mark as Final when done.
* Supported for MS Word 2007/10/13 documents.Copyright © 2014 Optimus BT. All rights reserved.

Counterparties and Document Automation
Document Automation
 Auto-populate content into standard document templates by
submitting a Contract Creation Wizard/Questionnaire.
 Optionally map variable content with SharePoint list columns.
 Content in SharePoint Lists and Document stay in sync even
when modified.
 Easy creation of templates using Microsoft Word add in controls
and mapping with SharePoint Lists.
Vendor & Customer Management
 Comprehensive counterparty database management with contact information,
documents, master agreements, etc.
 Link Contracts, RFx, Proposals, Quotes with Customer and Vendor Records
 Overall view of contract performance
 Optional contract publishing to counterparties for review via an external portal.

Reporting
Report Categories
 Contract Performance Reports: milestone achievements, performance review reports
 Activity Reports: top actions at a contract level
 Obligation Compliance Reports: adherence to obligations with obligation achieved timelines
 Contract Commercial Reports: top value contracts, expected vs. actual commercials
 Contract KPI Dashboard: overall contract performance indicator
 User Reports: User level tasks, milestone achieved, and profile reports
Reporting Mechanisms
 SharePoint View based Reporting
 SQL Server Reporting Services Reports [SharePoint Enterprise]
 Performance Point Server Reporting Dashboards [SharePoint Enterprise]
 Third Party Reporting Tools Integrations [Custom]

Alerts & Notifications
Alerts Categories
 Timeline Based Alerts: Email alerts on Renewals, Expiration, Milestone Due Date.
 Event Based Alerts: New Contract Creation, Change in Ownership, Contract Termination, Contract Extensions.
 Task Based Alerts: New To-do assigned, Request for Review, Approval, Signature.
Mechanisms and Features
 Outlook based email based Alerts
 Support for Alert Customization
 Online Alert Template Library
 Setup Alert Rules
 Alert Subscription
 Alert Tracking
Notifications & Reminders
 Notifications on Dashboards.
 Email based Reminders.
 Time and Event based Schedulers for email alerts, notifications and reminder.

Access & Security Levels
Contract Area Filtering
Role based Privileges
Contract Level Security
 Business Users, with contract request, obligation & milestone acknowledgement, view published contracts privileges.
 Contract Contributors, with approval, review, modify privileges
 Contract Area Managers with area level contract and access management privileges
 Contract Managers, with overall contract management privileges
 Executives, with overall reporting and administrative and auditing privileges
 System Administrators , system level administrative privileges
 Other Custom Roles, as per requirement of each implementation
 Contract owners can mark contract as Private vs Public, for business user access
 Contract owners can provide contract level access to specific Groups or Users
 All contracts views filtered with Contract Area- User Subscription
 Contract organized by Contract Areas, usually mapped to organizational Divisions, BUs, or Regions.
Within the permitted Contract Area,
Contract Portals
 Targeted Portals for Business Users, Contract Managers & Administrators and External Counterparties.

Integrations
Integration Mechanisms
Business Connectivity Services
eContracts leverages Business Connectivity Services (“BCS”) feature to make seamless
integrations possible through External Lists and External Content Types. These External
Content Types and External Lists easily allow you to bring content from outside
databases into the SharePoint to manage and display “live-data”.
The External List, which resides in SharePoint and stores the data according to an
easily configurable data connection mapping. This list, once configured can be
imagined as having the database table with SharePoint list interface. New external
connections can be established easily through the Data Source explorer feature which
allows for searching of external database tables and mapping of table elements with
the External list metadata.
Pre-Configured External Content Types for eContracts
SharePoint Site columns (metadata) are created within SharePoint that match up to
the external data’s site columns (metadata). The eContractsTM framework has prebuilt
configurations for some of the common integration needs.
Custom Integrations
eContractsTM can be customized to send and receive files from external systems. For
example, flat files or spreadsheet can be exchanged for updating pricing information.
(Great Plains integration would fall into this category)
Integrated Implementation of eContractsTM
Master Data
Integration
Configuration Data
Integration
Transactional Data
Integration
· Vendor Master
· Material Master
· Pricing List
· Customer Master
· Product Master
· Service Master
· Other Master Data
· Company Code
· Purchasing Org
· Commodity Type
· Payment Terms
· Taxes
· Shipping Terms
· Other Configuration Data
· Purchase Orders
· Work Orders
· Invoice
· Service Entry
· Goods Receipt
· Sales Order
· Quotes
· Timesheets
· Other Transactions
ERP CRM SRM Portals Accounting Legacy
eContractsTM
Connectors
Possible integrations for an Integrated views of Contract
Performance with Vendor, Customer data from CRM and
ERP Solutions like SalesForce.com, Microsoft Dynamics,
SAP, Oracle Financials
Copyright © 2014 Optimus BT. All rights reserve.

Demo Walkthrough
Copyright © 2014 Optimus BT. All rights reserve.

Implementation Methodology
Configuration
Discovery
Feedback
Deployment
UAT
Sign Off
Product
Implementation
Model
BUSINESS PROCESSES & REQUIREMENTS ANALYSIS
CONFIGURATION & CUSTOMIZATION IN CLOUD
CLIENT WALKTHROUGH & OPTIMIZATION
CLIENT SIDE INSTALLATION
TRAINING & ACCEPTANCE
GO LIVE & SUPPORT
1. Initial Process Questionnaire
2. Requirements Gathering
3. Gap Analysis Document
4. System Customization & Configuration Document
5. Review of Process documents, templates, metadata
1. Cloud Environment Setup
2. Setup of Data model
3. Feature Activation
4. Configuration of Workflows, Artifacts, Views etc.
5. Implementation of Custom features, if any.
1. Walkthrough of Cloud Implementation with Client
2. Feedback Tracking
3. Updates and Optimization
4. Staging Acceptance
1. Packaging of Optimized Product
2. Setup of Client side environment
3. Product Installation
4. Installation Checklist
5. Migration of existing content
1. Training to wider audience
2. User Acceptance Testing
3. Administration Training
4. Operational Readiness
1. Release to all target audience
2. Project sign off
3. Start of Support Phase

Q&A

Contact
Ram Prabhala
ram@optimusbt.net
770-569-1240 x112
www.optimusbt.com

eContracts SharePoint
Screenshots

Home Page

All Contracts Page

Create Contract Form

Contract Details

Contract Status Report

Contract Value Report

eContract 365 Screenshots

My Dashboard

All Contracts

Activities Form

Contract Documents Page

Contract Management with SharePoint and Office365

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