A SharePoint based Contract Management Portal & administration platform to automate and manage

the Enterprise Contracts Process

Automating and Managing Contracts with SharePoint

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ION 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.

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.

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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 Corveo eContracts Platform, Self Service Apps, Facilities Apps, among others.

About eContracts A Comprehensive Enterprise Contract

Management System on SharePoint

Developed to address Enterprise Contract Management, Customer and Vendor Management Needs (Including Sourcing, Procurement, Proposals, etc.)

Natively SharePoint – supports all SP Investments

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 contracts Self Service Contracts versus Managed Contracts

Vendor and Customer Onboarding Process Infrastructure Consultation Implementation Services Integration and Customization Services

CRM IntegrationsERP IntegrationsCloud Services Integrations (Vendor

Credit Verification, Portal Integrations, among others) Maintenance and Support Services

With Maintenance Agreements – Free Email Support, Defect EscalationPatch & Hot Fixes Management

Need for a Contract Management System

A Centralized Contract Repository

Milestone & Alerts Management

Clarity in Obligations & Ownerships

Contract Performance Tracking

Contract Cycle Time and Approvals

Improves Contract Visibility Centralized Access to Information Related Master Agreements Related Amendments & Addendums

Review Timelines Contract Expirations & Renewals Key Project Milestones Compliance Milestones

Automate Contract Templates Self Service Contracts Workflow Approvals & Reviews

Assign Obligation Ownerships On-time Obligation fulfillment Reminder Emails To Do Follow ups

Activity Tracking Contract Dashboards & Alerts Summary & Tabular Reports Financial Metrics Compliance

Signatures

Contracts AutomationOrganizational Hierarchies Delegation of Authority Configuration Rules based configuration

Contract History

Vendor and Customer ManagementVendors & Customer Data management Vendor Compliance & Tracking Customer Contract Performance

Engage Key Stake Holders

eContracts Modules

Contract Solution Areas

Procurement, Supply Chain & IT Contract Management

Vendor Management & On-boardingProcurement Contracts (IT, Purchasing, Services, Consulting, Supply Chain)RFx Management (Additional Module)Vendor Registration & Portal (Customized)Vendor Performance ManagementIntegrate PO, Invoice Data from ERP or Other Source Systems (Optional)

Customer & Trade Partner On-boardingCustomer Contracts & Agreements (NDAs, Purchase & Sale, Trade

Agreements)Contract Request Management & Self Service ContractsExtend to Support - Proposal & QuotesDelivery & Invoice Timelines, MilestonesIntegrate CRM & Order Data (Optional)Product & Service Catalog (Coming Soon)

Customer Contracts & Trade Agreements

System of Record for ContractsDetailed Contract Document Review WorkflowsContract Redlining CapabilitiesDocument Automation and Clause LibraryClause Versioning and Reviews

Corporate Legal and Contract Teams

Organizing Enterprise ContractsRepository

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, invoicesUser level views of the repository based on logged in user.

Contract CategorizationContract Categories: mapped to legal entities, departments, or locations in

your organization- for better reporting and viewsContract Areas: mapped to contract management users or groups- for better

management of privileges and ownershipContract Types: mapped to functions such as purchasing, human resources,

leasing- for better management of document templates, milestones, obligations, and clauses.

Contract RelationshipsSpecify Contract Relationships such as Master Agreements at a contract item

level.Specify Sub-Contractor Agreements and link to Prime/Master ContractsManage 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 & ITMultiple Contract Owner based alertsContract Search & Access based on SecurityTake action on assigned To Dos based on obligations managed by Contract

Team

Milestones, Obligations and WorkflowsMilestones & Alerts

Auto creation of 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 notificationsMilestone reminders Calendar view of upcoming milestones.

Obligation ManagementContractual obligations with ownership.Connect milestones with obligations for managing timelines.Obligation performance reports at a contract level.

Workflows & TasksWorkflows for routing contract approvals, reviews, signatures, renewals and

cancellationsApproval tasks with change request, commenting, and delegation.Parallel and serial routing options with manual or auto start options.Tasks with due dates and escalation.

Counterparties and Document AutomationDocument 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 ManagementComprehensive counterparty database management with contact

information, documents, master agreements, etc.Link Contracts, RFx, Proposals, Quotes with Customer and Vendor Records Overall view of contract performanceOptional contract publishing to counterparties for review via an external

portal.

Reporting

Report CategoriesContract Performance Reports: milestone achievements, performance review reports Activity Reports: top actions at a contract levelObligation Compliance Reports: adherence to obligations with obligation achieved

timelines Contract Commercial Reports: top value contracts, expected vs. actual commercialsContract KPI Dashboard: overall contract performance indicatorUser Reports: User level tasks, milestone achieved, and profile reports

Reporting MechanismsSharePoint View based ReportingSQL Server Reporting Services Reports [SharePoint Enterprise]Performance Point Server Reporting Dashboards [SharePoint Enterprise]Third Party Reporting Tools Integrations [Custom]

IntegrationsIntegration Mechanisms

Business Connectivity ServiceseContracts 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 IntegrationseContractsTM 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

Demo Walkthrough

eContracts Product Overview

Built ground up on the SharePoint platform

Pre-built portal templates, workflow templates, and features for

most of the common contracting scenarios

Modular and business process driven

Ability to extend forms, business logic, data sources, integrations

Extends SharePoint data, document, and content framework with ease

of SharePoint administration and management

Supports Active Directory Groups and User Security model

Optional integration with Extranet Portal

Continuous feature upgrades, improvements with a dedicated

product team focused on improving the product

Maintenance & support agreements allow customers to access our

development and product engineering resources on-demand for all

solution level issues

Support All SharePoint Versions (with variations)

Extranet & Vendor Portals

E-Signature Integrations

All Email Platforms Supported

Support for both SharePoint 2010 and 2013 (Oct. Release)

Office 365 Support coming by end of Q4 2013

Functional Architecture

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 Questionnaire2. Requirements Gathering3. Gap Analysis Document4. System Customization & Configuration Document5. Review of Process documents, templates, metadata

1. Cloud Environment Setup2. Setup of Data model3. Feature Activation4. Configuration of Workflows, Artifacts, Views etc.5. Implementation of Custom features, if any.

1. Walkthrough of Cloud Implementation with Client2. Feedback Tracking3. Updates and Optimization4. Staging Acceptance

1. Packaging of Optimized Product2. Setup of Client side environment3. Product Installation4. Installation Checklist5. Migration of existing content

1. Training to wider audience2. User Acceptance Testing3. Administration Training4. Operational Readiness

1. Release to all target audience2. Project sign off3. Start of Support Phase

Offer - Free Customized Business Case for Contract Management

We will interview one or two of your Contract Administrators about your Contract Process

Analyze your key contracts, workflows

Identify key pain points and savings with Contract Automation

Provide an easy to understand report for Executives to be able to understand the need for better contract management

Why SharePoint is the right solution for Contract Management

Q&A

Contact:

Ram Prabhalaram@optimusbt.net770-569-1240 x112

www.optimusbt.com

Home Page

All Contracts Page

Create Contract Form

All Contracts Page

Contracts Details

Contract Status Report

Contract Value Report