Best of Breed Contract

Management,

Sourcing & Procurement

SolutionsJim Zelener \ National Sales Manager \+61 3 9819 5088

Overview• Open Windows

• Sample Client List

• Contract Lifecycle Management

• Open Windows Modular Platform

• Key Area Overview

• Sourcing

• eTendering

• Contracts

• SRM

• Workflow

• Projects

• Analytics

• Integration

• Organisational Benefits

• Individual Benefits

• Documented Benefits of CLM

• Further Information

Open Windows• Established in 1994

• The Australian authority on Contract Management software

• Leading vendor of contract management software in Australia

• Delivers a world class, best of breed contract management solution

• Won prominent open tenders against Oracle and SAP

• Chosen to manage contracts for a large financial institution over Peoplesoft and Ariba

• Manages over 150 government and blue chip customers

• Microsoft Gold Certified Partner

• Wholly Australian owned, debt free, and profitable

Jeff Kennett Chairman of the Board

Adam McInnesChief Executive Officer

Shane McInnesChief Operating Officer

Op

en

Win

dow

s E

xecu

tives

Federal

Whole of State

State Departments Local Councils

Commercial

Sample Client List

Contract Lifecycle Management

Review• Review

notifications• Evaluation• Performance

reporting• BI• SRM• Extensions • Tasks • Reporting • Spend analysis

Develop• Procurement

planning • Projects • Risk

determination • Business case• Savings• Budget • Documents

Source• Sourcing stages • Teams• Alerts• Timeframes• RFx• Submissions• eTendering• Evaluation • Reports

Award• Create

documents • Document

versioning Alerts • Publish results• Notify parties• Reports • Process• Probity • Audit

Manage• Core repository • File notes • Compliance alerts • Milestones • Issues• Work requests• KPIs• SLAs• Extensions• Payments • Minutes • Reports • Schedules• Notices• Variations

Open Windows Modular Platform

+PROCESS

Business Process• User Definable Process

Workflow• Electronic Approvals• Document Routing

Contracts LITE

Core Repository• Contract Master Data• Supplier/Client Management• Contact Master Data• Key Dates• Email Alerts• Deliverable Management• Document

Management/Versioning• Contract Notes• Contract Financials• Insurance Management• Activity Checklists• Organisational Structures• Parent/Child Contracts• Audit Trail• Task Allocation• Reporting

Additional Modules• Reporting Portal• Ad-Hoc Report Creation

+MGMT

Contract Management• Performance KPI's• Issue Management• Milestones and Obligations• Advanced Financial

Management• Document Creation• Project Association• Correspondence Log• Meeting Management

Additional Modules• Reporting Portal• Ad-Hoc Report Creation• Open Windows Projects PRO

+SOURCING

Sourcing/Pre-Award• Procurement

Planning/Development• RFx/Quotation EOI• Procurement Time Frames• Submission Management• Evaluation and Analysis• Pre-Contract Document

Creation

Additional Modules• Supplier Relationship

Management• eTendering• Multi Vendor Catalogue

Sourcing

• Procurement Planning

• Creation & storage of

sourcing documents –

Business Case, RFx, Std

T&Cs

• Capture of submission

details

• Evaluation & Award

eTendering

• Fully integrated with

Open Windows

CONTRACTS

• Secure supplier

communication &

submissions

• Outside firewall

Contracts

• Compliance & Risk

Management

• Financial

Management

• Deliverable

Management

• Performance

Management

• Document

Management

SRM

• Secure, web based

communication with

suppliers

• Document

collaboration

• Fully integrated with

Open Windows

CONTRACTS

Workflow

Sample contract variation process

• Embedded business

processes & procedures

• Electronic approvals –

multi-level / role or

officer based

• Highlights process

bottlenecks

• Audit trails

Projects

• Project & Portfolio

Management

• Cash Flow

Management

• Stages & Timeline

Management

• Risks & Issue

Management

Analytics

• User definable

dashboards

• Online Reporting Portal

• 80 Standard reports

• Ad hoc / site specific

reporting

• Data marts / Analysis

Platform IntegrationFin

an

ce/O

ps

ED

MS

Intra

net

User authentication occurs

via Active Directory

eMail notification can be set / or received

by user by key tasksi.e. reminders

Users login via their

PC’s web browser(IE Only)

Organisational Benefits• Increased contract visibility

across the corporation by providing a single central repository for all contract information – both data &

documents;

• Streamline/standardise contract processes

by enabling organisations to incorporate their internal business processes and procedures around any phase

of the contract lifecycle into the solution;

• Reduced contract risk

by providing automated reminders / notifications of all key contractual events ahead of time – thereby

reducing the likelihood that events are not actioned or unfulfilled;

• Increased contract compliance

by providing an easy mechanism to monitor contract deliverables, obligations & KPI’s;

• Adherence to corporate standards f

for documentation produced & captured during the contract process via the ability to embed user defined,

approved documentation templates within the solution;

• Full audit trail of all contract related actions.

Individual Benefits• Ease of Access to Information

all contractual information is held in a single, central location – users do not need to refer to multiple systems

to understand the current status of any contractual arrangement;

• Pro-Active Notifications

auto-generated email notifications of upcoming contractual events ahead of time enables adequate

preparation and planning time to ensure necessary tasks can be scheduled and undertaken

• Improves Efficiency

auto-generation of contractual documents such as variation certificates, payment certificates, contractor

notices saves time and effort;

• Streamlines Processes

electronic workflow enables online approval requests to be actioned immediately (and escalated if not

actioned);

• Historic Records / Lessons Learned

historical information can be referenced to ensure that lessons learned on one contract assist in future

contracts;

 

Documented Benefits of CLM

Compliance management Improve compliance 55%

Rebate/discount management Improve 25% - 30%

Material/service costs Reduce 2% - 7%

Contract renewal rates Improve 25%

Revenues Improve 1% - 2%

Evergreen contracts Eliminate auto-renewal terms

Contracting cycles Cut contracting cycles in half

Procedures and terms Standardize processes and terms to mitigate risks, ensure proper approvals, enforce polices

Documentation and reporting Cut reporting cycles from days to minutes.

Contract analysis Analyze and maximize performance

Administrative costs Reduce 25% - 30%

A recent PricewaterhouseCoopers study indicates that errors cost the average company up to 12% of their annual contract expenditures.

Aberdeen Group estimates that ineffective control and management of supplier contracts costs businesses $153 billion per year in missed savings opportunities.

“Enterprises should audit the risks to which they are exposed through poor contract management, and assess the opportunities for immediate bottom-line cost savings that could be achieved through better visibility and management of contracts.”

Further Information

Jim ZelenerNational Sales Manager

 P +61 3 9819 5088 | M +61 0448 113 260635 Glenferrie Road, Hawthorn, VIC 3122

jim.zelener@openwindows.com.au