SharePoint and Contract Management

2. SharePoint and Contract Management Alan Weintraub Practice Director – ECM Consulting (610) 234-4032 (office) (484) 467-5720 (Mobile)

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

4. Employees Customers Partners Team Collaboration Internet Presence HR, Finance, etc. Enterprise Portal Personal XML Web Services Business Applications (SAP, data warehouse, custom . . .) SharePoint Vision • 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

5. Converge the Technology Platforms Content Management Server 2002 SharePoint Portal Server 2003 Windows SharePoint Services “v2” SharePoint Portal Server 2001 SharePoint Team Services “v1” Office SharePoint Server 2007 Portal, Content Management, Search, and Much More Windows SharePoint Services V3

6. 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

7. MOSS 2007

8. 2007 Office System Capabilities Enterprise Content Management • Streamline Processes and • Content Management Business IntelligenceImprove Business Insight Individual ImpactIncrease employee self-sufficiency andeffectiveness Fundamentals Make it more secure, manageable and reliable Communication and CollaborationSimplify Working Together

9. Business Intelligence Collaboration Portal Docs/tasks/calendars, blogs, wikis, e-mail integration, project management “lite”, Outlook integration, offline docs/lists Server-based Excel spreadsheets and data visualization, Report Center, BI Web Parts, KPIs/Dashboards Office System Investments Platform Services Rich and Web forms based front-ends, LOB actions, pluggable SSO Enterprise Portal template, Site Directory, My Sites, social networking, privacy control BusinessProcesses Workspaces, Mgmt, Security, Storage, Topology, Site Model Content Management Search Enterprise scalability, contextual relevance, rich people and business data search Integrated document management, records management, and Web content management with policies and workflow

10. Content Management Content Management Document Management Records Management Policy and Compliance Web Content Management Pre-release software, subject to change

11. Collaboration 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

12. 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 Content Management Pre-release software, subject to change

13. 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 Content Management Pre-release software, subject to change

14. Collaboration 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

15. Collaboration 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

16. Collaboration 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

17. Contract Management

18. Why Contract Management? 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.

19. 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 Contracts Management – the concept

20. 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

21. 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

22. 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

23. 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.

24. What types of contracts are there? … • Agency agreements • Broker agreements • Intellectual property licences • Joint marketing agreements • Joint venture agreements • Mergers & acquisitions • Outsourcing contracts • Insurance policies • Employment contracts • Supplier contracts • Non-disclosure agreements • Sales agreements • Loan agreements • Mortgage applications • Partnership agreements • Lease agreements • Consulting agreements

25. 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.

26. Copies are printed for numerous levels of approval Contracts team begins process of collecting information Continuous changes and reprinting by all groups Contract need triggers process New contract is sent to vendor or customer for feedback E-mail DocumentManagement Sales/ Procurement Contracts Finance Managers Executives Vendor/ Customer Legal Using a manual, paper-based contract process is time consuming, chaotic and results in suspect contract quality with limited visibility for compliance and governance. Contract Life Cycle Management- an example

27. Simple Contract Management Process

28. Structured, Streamlined & Automated Contracts Process… A Contract Initiation B Contract Execution Contract Governance C 7. Finalize Contract 4. Delivery & Approval(s) Flow • Contract Knowledge Center Term & Budget Governance & Audit Trails Completion Notifications Historical Data Capture Financial Systems Data Pull Term & Clause Legitimization Review Best Practices Training & Support News & Events FINAL 5. Contract Changes & Negotiation 2. Contract Review & Request Center 8. Contracts Performance Center (Compliance & Measurement) In Progress& Historical Contracts Review Parent/Child Relationship Contract Cloning Metrics & Analytics Performance Measurement Lessons Learned Team Workspace Collaboration Document Management 3. Dynamic Contract Creation (Budget, Terms, & Conditions) Step-by-step Dynamic Questions Flow “SmartContract” Creation Automated Approval Flow 6. Contracts Command Center Real Time Process Intelligence & Operational Performance DRAFT

29. Contract ManagementSharePoint Solution

30. CLM Related Website Links Including Live Meeting Hot of the Press! CLM Related Announcements and News CLM Live Calendar Meetings and Events Value to Organization • Clearinghouse for process related communications • Links to Best Practice resources located where work is done • Enhanced collaboration using LiveMeeting

31. Printable Views & Export to Excel Personal & Shared Pipeline Views Drag & Drop Pipeline Dashboard Columns & Filters Kick Off New Contract Process Workflow 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

32. Role and Process Based Access Process Team and Related Smart Documents Action Steps by Individual Phase Value to Organization Action Step Workspace • 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 Workflow Summary and Audit Log

33. Dynamic Rule Based Question Tree Policy Based Access Contact List Automated Workflow and Task Assignment System or User Created Documents

34. 1. Complete summary of entire process lifecycle workflow Real-Time Status of all Contract Action Steps Automated Audit Log of all Contract Activity

35. Policy Based or Ad hoc Workflow Approval Intuitive Approve/Reject and Status Pane for all Tasks

36. Clause Pane for One Click Rule and Policy Based Editing of Contract Dynamic SmartDoc Creation From Legal Library of Pre-approved Terms and Conditions

37. Step 5. The End Results! Contracts Pipeline of Work in Progress Contracts Historical Pipeline of Active & Inactive SmartContract Contract Virtual Workspace Contract Digital Summary

38. Canon Technology Solutions Viewpoint Content Ecosystem • Information • Business Process • Assets and Applications • Technology Infrastructure • Security • Business Continuity • Compliance / Strategy / Mission

39. Questions