Drag and drop configuration
eSign Contracts with DocuSign and Co-sign
Maintain and modify yourself
Leverage your Microsoft investment
Familiar Microsoft user interface
Automatic task assignment
Single view Workflow for easy viewing
Easily approve, renew and track contracts
Most organizations have well defined contract signing processes that allows the organization to keep control without too many administrative issues. The main problems with contract management seem to surface when trying to manage the signed contract throughout its lifecycle. In addition, contracts consist of a combination of a Master Agreement, Product Schedules, Non-Disclosure Agreements (NDA) and Service Agreements making it difficult to act on the critical dates or easily view important compliance information hidden in the contract text.
Typical problems include:
Financial losses: Some service agreements have auto renewal clauses. Not having the ability to act on expiration dates could mean paying for services that are no longer required. The opposite is also true and critical equipment that needs service coverage may no longer be covered if the contracts are not renewed.
Easy Access to Compliance Information: Most contracts have numerous stakeholders that need access to key information often hidden in lengthy legal text. Such information can include licensing compliance limits, price escalation or penalty clauses.
Lost documentation: A typical organization loses between 5% and 10% of all contract documents.
Lack of visibility: Without an organized system, it may be difficult to obtain a 360 degree view of large suppliers. Not having this view of active contracts can result in duplications resulting in unproductively. For Example, it is often easier to sign a new NDA than try to establish if the previously signed one is still applicable.
Searching: It can become difficult or even impossible to search on historical contracts.
Caprivi’s Contract Management for Office 365 and SharePoint solution already provides the contract administration and infrastructure aspects such as security models, auditing, reports and task administration. It allows organizations to start working on the business problem immediately and invite business users to participate in workshops where process and form templates can be changed. This is done by dragging and dropping business activities and changing business rules to meet their needs. System administration can also be delegated to the business users allowing them to add and modify security permissions, set Out of Office and nominate substitutes, reassign work or move it to another step in the process.
Our Contract Management solution focuses on contract management lifecycle after the contract has been signed. The solution is fully configurable, completely open, extendable and reusable.
Key features include:
Secure electronic storage of contracts with full version control.
Automatically assign tasks based on dates and compliance criteria.
Intelligent escalations based on rules, working hours and time zones.
Searchable views containing all contracts, compliance information and statuses.
Audit reports on the decisions made and outcomes.
Automated approvals and email notifications to vendors and stakeholders of the review status.
Our Contract Management for SharePoint and Office 365 leverages technology most organizations already own, which provides the familiar Microsoft Office look and feel thereby greatly reducing or even eliminating any end user training required. SharePoint or Office 365 is used to provide a single and consistent access point allowing users to access all aspects of the solution.
Uploading a new contract
Viewing contract and process status reports
Drill down audit trail reports
Identifying process bottlenecks
Evaluating user performance per task
Change approval threshold levels based on contract amounts
Modify approvers and roles
Perform process administration functions
Caprivi’s Contract Management Solution has real time reporting capabilities which can pinpoint the status of any contracts. It is also possible to produce customized lists containing process information allowing users to apply filters or export into Excel for further manipulation or reporting.
A few of the Out of the box reports include:
Single view of all contracts with filter functionality
Process Statistics (bottleneck Identification)
Renewal Process Instances Report
Approval audit trails
View Flow reports for all Contract Management review processes
Rich historical data can be collected from solutions that are in production. The out the box statistical reports can be used to identify process bottlenecks. These reports can be used by managers to identify productivity improvements areas based on quantitative data. Once these areas are identified, escalations or other process improvements can be applied with measurable results.
Productivity would increase in the following ways:
Connectivity between teams
Easy to store and locate contracts
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