ContractManagementDrive maximum valuefrom every supplier contract

CONTRACT MANAGEMENT

Negotiating great contractsis just the beginning ...

How can you closely manage every contract from startto end?

How can you ensure contract compliance?

How can you realize potential savings, time and again?

Procurement professionals work hard toidentify their top suppliers and negotiate‘best value’ agreements that minimizerisk and maximize savings for theirorganizations. But these advantagescan be easily lost.

That’s the experience of ProcurementDirectors like Jim. His team has securedsome exceptional contracts over thepast 12 months. But reaping the fullrewards is a different kind of challenge.

Managing hundreds of contracts isproving incredibly complex - and riskytoo. Jim knows things have to change.

Finding contracts is time-consumingbecause paper-based or scanneddocuments are often filed in differentplaces. There’s no way to easily locate,track or manage them. And it’s virtuallyimpossible to keep track of all of thereviews, payments, expiration dates andother activities associated with eachone.

Frustratingly, buyers keep spending off-contract because they often aren’t evenaware of contracts when they need tobuy something. This results in missedsavings and souring relationships withkey suppliers. It’s disheartening foreveryone. Even for contracts that areconsistently used, it’s hard to gatheractual purchase history when it comestime to re-negotiate.

At a strategic level, Jim’s team is unableto get a consolidated view of contracts.They know there are duplicateagreements and missed opportunitiesfor volume-based savings. And it’sextremely hard to monitor coverage,compliance, performance and risk. Itcould cost his organization a lot ifunwanted extensions occur or eitherparty fails to meet its obligations.

“Sometimes contractsrenew automaticallybecause we missexpiration dates - and theopportunity to strike abetter deal or switch to abetter supplier is lost.”

However, fortunes changed dramaticallywhen Jim’s department took a newapproach to contract management.Within weeks, they introduced a single platform for the centralmanagement of all suppliercontracts.

Today, every contract delivers on itspotential. Buyers never stray off-contract, purchasing activity is capturedautomatically and monitoring is abreeze. The new system flags up keydates and events, so Jim’s team don’thave to rely on calendar reminders andsticky notes.

“Contract management isan administrativeheadache. We need to geton top of things. But wesimply don’t have time. It’sa Catch 22 scenario.”

“Now everything is undercontrol - across the entirecontract lifecycle. We’resaving hours of admin time- which we’re now using tofocus fully on negotiationsand even greater savings.”

For more informationabout how ProcurementDirectors like Jim canachieve success, read on...

PROACTIS provides a central electronic repository for all types of supplier contracts, withintegration into purchasing systems to make them visible to your buyers.

PROACTIS Contract Management enables procurement departments to gain control andvisibility across the entire contract lifecycle.

With a single platform that covers every contract, you’ll be able to drive up information quality, ensurecompliance, reduce risk and secure those elusive savings. You’ll also remove a massive administrativeburden from your team.

Now you are in control

See everything, instantly

Suddenly contracts are manageable.

CONTRACT MANAGEMENT

Managing hundreds or even thousands of contracts just got easier,thanks to an electronic contract repository.

CONTRACT MANAGEMENT

Support formultiplecontract types... including simple, framework,call-off or ‘blanket’agreements, project contracts,and price list contracts.

Standardizedinformation...about contracts deliversconsistency across yourorganization.

Customattributes... allow you to add extra detailsand features to any contract.

Attachments... containing scannedagreements or specificationscan be added easily.

Extensive searchcapabilities... make it easy to find and retrievecontracts.

Supplier bidhistory...shows contract bids,contracts awarded and theability to re-award.

Purchaseactivity...shows all POs and invoicesagainst this contract to date.

User roles... let you assignaccess/capability rights toyour colleagues for eachcontract.

Direct importfrom yoursourcingsystem... saves you time and reduceserrors when new contractsare created.

Paymentschedules... allow financial transactions to beinitiated - with data feedingautomatically into your purchase-to-pay system.

Keeping your finger on the pulse with full contract monitoringof key details.

The solution automatically gathers all purchase activity so you can analyze supplierperformance and buyer commitments easily. It monitors contract dates and otherimportant details, alerting your team whenever action is needed.

Key features

Key features

With PROACTIS, you can avoid missing contract renewal dates, compliance checks and otherimportant events. The system remembers for you - and tells you automatically, so every event isaddressed at the proper time.

Schedule key events -and never miss themWhen action is needed, you’ll be first to know... in good time

CONTRACT MANAGEMENT

Event schedules...

can be set up for each contract, issuingautomatic reminders of upcoming expirationdates, payments, reviews and compliancechecks.

Alerts and reminders...

are emailed automatically to the right people inyour team.

Invoice creation...

from within Contract Management makes it easyto ensure payment schedules are adhered towith on-time payments.

CONTRACT MANAGEMENT

Keep everyoneworking in harmonyPerform regular contract reviews to ensureeverything is working as expected

Integrate seamlesslywith your purchasingsystemMake all goods and services ‘buyable’. And then bring back thepurchasing data.

PROACTIS Contract Management helps your team to monitorand analyze contract usage and performance - to ensurecompliance from suppliers and from within your ownorganization.

PROACTIS Contract Management provides full two-way integrationbetween its supplier contract repository and your purchase-to-pay(P2P) system.

This makes contracts visible and available, so your buyers can requisition goods and services without switching systems mid-process. What’smore, all purchasing activity against each contract is collected automaticallyfor reporting and analysis.

Automatic alerts...

tell you when it’s time to prepare for a review.

Internal questionnaires...

make it easy to collect stakeholder input and measure satisfactionagainst key criteria such as quality, delivery, performance, etc.

Supplier questionnaires...

make it easy to re-confirm compliance with established contractqualification criteria.

Make the difference,every day

CONTRACT MANAGEMENT

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GoalContract visibility

Contract visibility& monitoring

Full contractmanagement

SolutionFeatures

Deploy the right solution features to meet your ContractManagement goals

PROACTIS Contract Management gives you a proven, solid platform for greatercontrol, visibility and consistency in the way contracts are managed and used acrossthe organization.

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Contract repository

Searchable repository with standardized information

Link to all contract documents

Link to associated contracts

Link to sourcing projects (import from PROACTIS or other sourcing system)

Link to orders and invoices (import from PROACTIS or other P2P)

Import new contracts from external repository or system

Access control for secure updates

Full audit trail

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CONTRACT MANAGEMENT

Contract visibilityContract visibility& monitoring

Full contractmanagement

GoalSolutionFeatures

Contract management

Option to approve new contracts

Controlled dialogue with suppliers

Create scheduled tasks e.g. renewal activity, termination options

Manage contract statuses

Manage contract amendments

Manage contract payments

Manage contract defects

Manage end date extensions

Suspend/complete/cancel contracts

Contract reviews

Automate scheduled contractor reviews/self-declarations

Create contractor rating types

Run contract reviews

Contract integration

Pass contract information to P2P or third party systems

Pass supplier item pricing to P2P or third party systems

Import purchase orders from P2P or third party systems

Import purchase invoices from P2P or third party systems

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Contract Managementenables you to drivemaximum value fromevery supplier contract Be the person that makes the difference in your organization.

CONTRACT MANAGEMENT

Contact our friendly team today to arrange a face-to-face meeting. We’d love to hear from you and show you how PROACTIS ContractManagement can deliver dramatic benefitsvery quickly.

Call 978 683 3602

Email info@proactis.com

Visit proactis.com

Discover more

e: info@proactis.com

w: proactis.com© PROACTIS 2015

Delivering greater bottom-line value