contract lifecycle management

ASC Corporate Presentation

2 of 41www.ASCContracts.com

ASC Profile

• Tailored Contract Lifecycle Management Solutions Company

• Provides automated contract lifecycle for telecommunication and financial services organizations

• Privately owned, managed and controlled

• Profitable with recurring revenue stream since 1992

• ISO 9001:2000 certified since 2002


ASC Vision

To be the leading provider of tailored,market-specific contract lifecycle

management solutions for the secure creation, approval, storage, and monitoring of

legally binding agreements


Tailored CLM solutions

• Customer specific templates, data and workflow

• Built upon a core CLM platform (ASC Contracts™)

• Leverages market specific expertise and best practices

• Enhances existing systems and business processes


Solutions Powered by ASC Contracts™

• Web-based platform delivering cost-effective tailored CLM solutions

• Automate business processes associated with creating and managing legally binding agreements

• Single repository of buy- and sell-side agreements

• Integrate with existing enterprise systems

• Facilitate agreement monitoring and compliance


ASC Contracts™ differentiators Bar-code to bridge paper and

electronic world– “One-touch” capture and

storage – Ensures agreement authenticity

Integrated, sophisticated workflow engine

– Supports complex workflows– Receipt of signed agreement

triggers downstream processing– Reduce time to create and

approve

Highly extensible– Designed to be tailored

Flexible and comprehensive search capabilities

– Easily locate agreements– Can be tailored to specific

customer agreements

Ease of use / adoptability– Leverage familiar desktop tools– Wizards

Market specific components– Supports market-specific

business processes


ASC’s unique approach … a better fit!

• Tailored solution leveraging ASC Contracts ™

• Subject matter experts incorporating a “best practices” framework with an iterative deployment approach

• Flexible delivery options

“Every industry sector has special contract life cycle management issues” - Andy Kyte, Gartner

Functionality Screen Shots


This is the ASC Contracts login screen.

An LDAP Server manages User Ids and passwords.

ASC Contracts Login Screen


Main Menu / Simple Search

Entering a valid user ID and

password takes you to the main

menu. Users can search by form

number or Customer Name.


Search Results

Select a record, or “Send” details to spreadsheet.


Contract creation and negotiation

• Simplified variable data entry with drop-down lists and text fields

• Capture key data with mandatory fields and validation rules

• Centralize custom and supporting documents with file attachments

• Simplify contract collaboration and negotiation with Microsoft Word documents


Field Validation

Invalid postal code entered.

Error message results with a request to correct & re-submit.


Document Distribution

Users have the option to ‘send’ this document in legal form to a fax or email address.

Alternatively, they can simply download it to their own PC.


To fax or email the document simply click send,

select Fax or Email and enter all mandatory fields.

Document Fax or Email


When you Download the legal document, it is displayed in PDF format with a unique patent pending bar code at the bottom of each page.

Document Download


Generate, print, sign, and store

• Contract data and meta-data encoded in bar codes that appear on every page

– Ensures no repudiation of contract content

– Automates signed contract capture and storage with form in contract repository

• Variable data incorporated with standard terms and conditions to create complete contract

• Adobe PDF and Microsoft Word formats available with barcodes

Editable Word version

Uneditable PDF version


Centralized repository features• Latest revision always available with

form and revision numbers

• Integrated fax, email, download and print feature delivers entire contract, supporting documents, and cover pages

• Full audit trail of changes, transmissions, signed contracts

• Direct access to signed contract

• Kick starts life cycle workflow

• Configurable notifications and business rules

• Comprehensive search engine and reporting tools


Signed contract accessibility• Bar code used to recognize, validate, and store signed contract eliminates

need for data entry or scanning

• Online storage of signed contracts ensures accessibility to users regardless of location

• Centralized storage of form data, signed contract, and supporting documents facilitates tracking, reporting, and audits


Contract grouping

• Grouping and Hierarchy

– Hierarchical relationships provide at-a-glance summary and status by customer, supplier, and contract

– Auto-population of form data from parent to child records reduces rekeying and errors


Notifications

• Custom configuration of user groups, workflow, rules, and notification triggers ensure contract life cycle conforms to your business processes


Audit Trail - Revisions

• ASC Contracts increments the revision number with each change

• Records user name, field changed, old value, and new value

• Provides access to previous revisions and previously attached files


Audit Trail - Send• ASC Contracts records transmission details each time a contract

is faxed, emailed, or downloaded using the ASC Contracts send feature

• Details recorded include the send date, contract revision, user, transmission type, document sent, and any additional send details


Audit Trail - Receipt

• The most current signed contract image is available from the form and form list

• All signed images and email responses are recorded in the Receipt history including the revision, date and time received, type of document, and contents


Approvals

• Manual and automated status changes trigger workflow email notification to next individual/group in lifecycle and includes a link and/or copy of document

• Individually customized form list available to indicate priority forms

Forms highlighted accordingto configurable business rules


Search• ASC Contracts provides two search features

– Simple search for quick form retrieval– Advanced search for complex query construction and across form groups

• Advanced search provides searches within any form field or fields common to form groups

• Search conditions using equals, less than, greater than, in, not in, between, not between, etc. possible

• Define date variables such as “today” and “in the next three months” for saved searches and reports

• Centralized saved searches for easy access

• Export search results to spreadsheet or use as basis for scheduled report


Advanced Search

Contracts expiring in the next three months Contracts expiring in the next three monthsfor suppliers named Jones

All contracts with status of “pending signature”


My List

• My List is inbox of agreements for specific user.


Data Export Capabilities

Selecting the Send button on any list screen will download all contents of the associated documents into CSV format

to be analyzed in your choice of spreadsheet or database application.


Report Capabilities

Define Report parameters - select users, fields and

schedule report on-demand, daily, monthly

and yearly.


My Reports

Compliance Benefits


Key Benefits

• Reduced Costs

• Increased Productivity

• Data Accuracy

• Improved Compliance Oversight

ASC Contracts


Generate Forms Online

• Automatic population of client data reduces re-keying errors

• Enforce edit rules UP FRONT – reduce back end errors

• Full audit trail to track who changed data and when• Employees always using latest version of forms• Restricted editing of forms

How are Benefits Achieved?


Bar code on Form

• Encodes contents and provides non-repudiation – if documents are altered, you can prove it

• Automates signed agreement capture and storage – reduces imaging time and expense and misfiled forms

• Quick online access to signed forms



Workflow and Approval

• Forms quickly routed based on workflow rules (e.g. enforce different business rules for strict supervision or Branch Manager approvals).

• History to track approvals and routing



Searching and Reporting

• Search for accounts by customer, account status, work completed, etc.

• Scheduled daily, weekly or monthly reports allow compliance to proactively identify issues (e.g. accounts that require review, accounts with no hardcopy, etc.)



Compliance Applications

• Search for simple errors (e.g. Branch address in client’s address fields)

• Find recent activity by selected users • Analyze client profiles • Analyze account profiles


Miles O'Reilly

My scenarios. May wish to include in previous slide, whatever...


Security and Reliability

• Bar Code renders forms tamper-proof• Data / communication encryption• Daily backups, off-site tape storage• Housed in secure facilities with Retinal Eye Scan

for entry• Backup power guaranteed• Restricted access provides privacy compliance



Summary

• Reduced Costs– Fewer errors, forms completed correctly the first time– Less handling at head office– No more manual imaging of paper

• Increased Productivity– Completion and submission of forms is simpler. – Flexible searching and reporting

• Data Accuracy– Field validation, business rules applied

• Improved Compliance Oversight– Full audit trail– Can’t alter image; provides non-repudiation– Enforce approval workflows (including Supervision)– Querying provides more oversight, performed more quickly


Customer Case Study – Union Gas

Union gas will be presenting our solution at the American Gas Association in Nashville on May 22, 2007.

Following is small excerpt from their presentation


Project Scope – What was the Business Need ?

Single, web-based solution Consistent, repeatable contracting processes for 3rd party

service contracts Focus on ensuring compliance to the Union Gas Safety

requirements Cost effective (limited budget) Available by end of 1st quarter 2007


The Approach

Considered several options including: Using an existing internally developed application as a starting

point and modifying it to our requirements Developing an in-house application from scratch Contracting an external vendor

(most feasible from a cost, resource and time perspective)» Searched the Web and our IT Information Database» Identified several vendors» Eventually narrowed short list to 3» Sent out RFI’s» Evaluated RFI’s» Made our selection


CMS Application Functionality

Information User Contractor Insurance Workers Compensation PQA

Contract Development Service Requests Bids Risks Contracts

Oversight Tracking Mobilization Inspections/Worksite Reviews

(WSR’s) Performance Summary

Miscellaneous Tracking Incident Reporting Corrective Action (mentoring) Non-conformance

Extensive Reporting Compliance… Statistics


CMS Benefits for Union Gas

Contract management from cradle to grave Significantly reduces the number of oversight forms completed Helps Project Managers schedule when forms are due Extensive and easy to use query and reporting capabilities All fields available for reporting (can export to MS Excel) Contractor performance captured and used in future decision

making


Advantages of CMS Technology

Single application, relational database All forms are contract specific All forms are stored within system (replaces paper filing) Do not have to be a licensed user to receive notifications or reports Design is flexible enough to allow for future changes

Please ContactCurly LippaSenior Business Development ExecutiveTelephone: 416.461.6752E-Mail: [email protected]