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SharePoint and

Contract Management

Alan WeintraubPractice Director – ECM Consulting(610) 234-4032 (office)(484) 467-5720 (Mobile)

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Agenda

• What is SharePoint• MOSS 2007• Contract Management • Wrap-up and Questions

SharePoint Vision

HR, Finance, etc.

Team Collaboration

Personal

Enterprise Portal

Internet Presence

Employees

Customers

Partners

Business Applications(SAP, data warehouse, custom . . .)

XML Web Services

A unified, enterprise-ready solution that boosts organizational

effectiveness by:• making information and knowledge sharing intuitive and

easy• controlling and reusing content while reducing information

management risk• enabling faster and more insightful decision making

Converge the Technology Platforms

SharePoint Portal Server 2001SharePoint Portal Server 2001SharePoint Team Services “v1”SharePoint Team Services “v1”

Content Management Content Management Server 2002Server 2002

SharePoint Portal Server 2003SharePoint Portal Server 2003

Windows SharePoint Services “v2”Windows SharePoint Services “v2”

Windows SharePoint Services V3Windows SharePoint Services V3

Office SharePoint Server 2007Office SharePoint Server 2007Portal, Content Management, Search, and Much MorePortal, Content Management, Search, and Much More

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Windows SharePoint Services vs SharePoint Portal Server

• SharePoint Portal Server is built on Windows SharePoint Services

• SharePoint Portal Server takes all the Windows SharePoint Services sites and makes them navigable, searchable, and adds enterprise level features

• Extra features in SharePoint Portal Server: Hierarchical navigation and category services with Areas and Topics Publishing and Alerts Search Line of business integration and single sign on (SSO) and BizTalk

integration Profiling system MySite Site registry

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MOSS 2007

Fundamentals Make it more secure,

manageable and reliable

Enterprise Content ManagementStreamline Processes and

Content Management

Business IntelligenceImprove Business Insight

2007 Office System Capabilities

Communication and Collaboration

Simplify Working Together Individual Impact

Increase employee self-sufficiency and

effectiveness

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Office System InvestmentsDocs/tasks/calendars, blogs, wikis, e-mail integration, project management

“lite”, Outlook integration, offline docs/lists

CollaborationBusiness

Intelligence

Portal

Enterprise Portal template, Site Directory, My Sites,

social networking, privacy control

Enterprise scalability,contextual relevance, rich

people and business data search

Rich and Web forms based front-ends, LOB actions, pluggable SSO

Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards

Integrated document management, records management, and Web content management with policies and workflow

BusinessProcesse

s

SearchContentManagement

PlatformServices

Workspaces, Mgmt,

Security, Storage,

Topology, Site Model

Content Management

Document ManagementDocument Management

Records ManagementRecords Management

Policy and CompliancePolicy and Compliance

Web Content ManagementWeb Content Management

ContentContentManagemeManageme

ntnt

Pre-release software, subject to change

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Document Library Improvements

• Check-out documents locally• Offline document libraries in Outlook• Major/Minor version tracking• Version management• Multiple content type support• Policy, auditing, workflow, and more.• Tree view support

Collaboration

Documents

• Document Management Scalable Document Libraries and Repositories Security and Tracking

• Workflow and Approval Out of box multi-stage Serial and Parallel document

workflows Integrated with email and Office 2007 desktop

applications Customizable through Windows Workflow Foundation

ContentContentManagemeManageme

ntnt

Pre-release software, subject to change

Records and Web Content

• Policy and Compliance Centrally controlled auditing, expiration & retention

policies Archival, retention and regulatory compliance E-mail content as records

• Web Content Management Designed for Internet and Published Sites

New Web and Word Authoring capabilities

New Content Deployment and Publishing tools

ContentContentManagemeManageme

ntnt

Pre-release software, subject to change

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Outlook Integration

• Outlook allows user to work with personal and team data in one place Read/Write access to SharePoint datatypes

• Calendar, tasks, contacts, discussions, and documents

Synchronization for offline support Roll-up views of calendars and tasks across sites

• Improved calendar SharePoint’s calendar module with richer calendar views, recurrence

support, all-day events, and more

CollaboratiCollaborationon

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Keeping Informed

• Alerts Filters for more relevant alerts Richer information about item that has changed in the alert Platform for custom formatting, events, and alerts

• Task notifications E-mail sent to user on assignment. No need to even sign up for

an alert. Unified view of ‘Tasks’ across sites (and personal tasks) in

Outlook.

• RSS All SharePoint lists provide RSS feeds

Collaboration

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Wikis and Blogs

• Wikis New Wiki template in SharePoint

• Easy to create, edit, link, and restore pages. Key Features

• Fast and easy page creation• Easy and automatic linking• Version differencing• WYSIWYG editing• Built on core SharePoint platform

– E.g. search, navigation, alerts, custom fields, etc. all work with the Wiki

• Blogs Blog template provides a ‘publishing’ oriented experience Support core blog features:

• Posts• Comments (including count)• RSS feed• Archive views

Collaboration

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Contract Management

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It is estimated that companies spend almost 5% of their revenue to track agreements after signing a contract. Companies using contract management software can reduce annual contract management expenses by 20 to 50 percent.

-Goldman Sachs.

Why Contract Management?

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Contracts Management – the concept• 60-80% of business-to-business transactions are

reinforced by legally binding contracts and agreements

Contracts often archived away in filing cabinets

• Contracts contain key terms, conditions and

milestones that need to be properly managed

Enforcement of contract terms & conditions may be the

responsibility of several people in different business functions

Renewals management is a major problem for most large

enterprises

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Key business issues relating to Contracts Management

• Compliance to corporate governance legislation and regulations

• Management of risks and liabilities Extent of limited liability, warranty periods,

penalty clauses, sales discounts et al included in contracts and agreements

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Key business issues relating to Contracts Management …

• High costs associated with creating & managing contracts Legal fees Administration costs Erroneous payments, etc.

• Constant pressure to improve business efficiency Save time … with fewer resources

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Contract Management Goals

• Improve Efficiencies: Automate Contract Management Integrate Contract Management across the Organization

• Increase Revenues: Efficient renewal of important contracts Shorten the time from start to execution

• Reduce Risks: Enforce Business practices Restrict contracts to approved language

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Business Drivers

• Volumes of contracts have proliferated in recent years Average 20,000 – 40,000 in typical Fortune 1000

• Integrated contract management capabilities will Reduce procurement expenses 3-5% Decrease manual work of negotiation & management by 50-75% Increase net revenue tens to hundreds of thousands of dollars through

avoidance of inflated contract liabilities.

• With an enterprise contract management solution, companies can increase revenue, obtain better performance from vendors and customers, reduce costs, and improve collaboration across the supply chain.

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What types of contracts are there? …

• Employment contracts

• Supplier contracts

• Non-disclosure agreements

• Sales agreements

• Loan agreements

• Mortgage applications

• Partnership agreements

• Lease agreements

• Consulting agreements

• Agency agreements

• Broker agreements

• Intellectual property licences

• Joint marketing agreements

• Joint venture agreements

• Mergers & acquisitions

• Outsourcing contracts

• Insurance policies

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Key Benefits

• Standardized contract creation using contract boilerplates and standard clauses.

• More effective collaboration through on-line negotiation and exchange of documents.

• Faster contract approval and signing with automated workflow.

• Global contract visibility for best practice sharing.• Standardized contracts that include the most favorable

terms,a s defined by the company• Risk management through reporting across clauses and

terms.

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Contract Life Cycle Management- an exampleUsing a manual, paper-based contract process is time consuming, chaotic and results in suspect contract quality with limited visibility for compliance and governance.

Vendor/ Customer

DocumentManagement

Sales/ Procurement

Contracts

Legal

Finance

Managers

Executives

Copies are printed for numerous levels of approval

Continuous changes and reprinting by all groups

Contract need triggers process

Contracts team begins process of collecting information

New contract is sent to vendor or customer for feedback

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•

E-mail

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ContractCreation

ContractNegotiation

ContractApproval

ContractManagement

Signed final contract scanned

Document Management(Historical Archival)

Canon ImageRunner

Scanner

Contract data is linked to Contract Image

Final SmartContract

printed

Scanned by Canon ImageRunner Scanner

Draft Paper Contract

Draft Digital Contract

Simple Contract Management Process

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5. Contract Changes & Negotiation5. Contract Changes & Negotiation

Contract Execution

4. Delivery & Approval(s) 4. Delivery & Approval(s) FlowFlow

Term & Budget Governance &

Audit Trails

Team Workspace

Collaboration Document

Management

6. Contracts Command 6. Contracts Command CenterCenterReal Time Process

Intelligence & Operational Performance

1.1. Contract Knowledge CenterContract Knowledge Center

Contract Initiation

2. Contract Review & Request 2. Contract Review & Request CenterCenter

Term & Clause Legitimization Review Best

Practices Training & Support News

& Events

Step-by-step Dynamic Questions Flow

“SmartContract” Creation Automated Approval Flow

3. Dynamic Contract Creation 3. Dynamic Contract Creation (Budget, Terms, & Conditions)(Budget, Terms, & Conditions)

Contract Governance

Completion Notifications

Historical Data Capture Financial Systems Data Pull

7. Finalize Contract7. Finalize Contract

Metrics & Analytics Performance Measurement

Lessons Learned

8. Contracts Performance 8. Contracts Performance Center (Compliance & Center (Compliance & Measurement)Measurement)

• Structured, Streamlined & Automated Contracts Process…

In Progress& Historical Contracts Review

Parent/Child RelationshipContract Cloning

A B C

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Contract Management

SharePoint Solution

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Hot of the Press!CLM Related

Announcements and News

Value to Organization

• Clearinghouse for process related communications

• Links to Best Practice resources located where work is done

• Enhanced collaboration using LiveMeeting

CLM Live Calendar Meetings and Events

CLM Related Website Links Including Live

Meeting

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Value to Organization

• Collapsed contract cycle time by up to 50% or more

• Increased transparency and visibility into contract process

• Simplified resource allocation and decision-making

Personal & Shared Pipeline Views

Kick Off New Contract Process Workflow

Drag & Drop Pipeline Dashboard Columns & Filters

Printable Views & Export to Excel

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Value to Organization

• Process view with wizard driven configuration to your process

• SmartQuestion Tree collects data for automatic generation of SmartContract

• Increased compliance and governance with predefined workflow

Role and Process Based Access

Action Steps by Individual Phase

Action Step Workspace

Workflow Summary and Audit Log

Process Team and Related Smart

Documents

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Dynamic Rule Based Question Tree

Automated Workflow and Task Assignment

Policy Based Access Contact List

System or User Created Documents

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1. Complete summary of entire process lifecycle workflow

Automated Audit Log of all Contract Activity

Real-Time Status of all Contract Action Steps

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Policy Based or Ad hoc Workflow Approval

Intuitive Approve/Reject and Status Pane for all Tasks

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Dynamic SmartDoc Creation From Legal Library of Pre-

approved Terms and Conditions

Clause Pane for One Click Rule and Policy Based

Editing of Contract

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Step 5. The End Results!Contracts Pipeline of Work in Progress

Contract Virtual Workspace

SmartContract

Contract Digital Summary

Contracts Historical Pipeline of Active & Inactive

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• Information

• Business Process

• Assets and Applications

• Technology Infrastructure

• Security

• Business Continuity

• Compliance / Strategy /

Mission

Canon Technology Solutions Viewpoint

Content Ecosystem

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Questions