Contract  Management  Solu0on  “Webinar  Presenta,on”  

July  26,  2011  

Agenda  

•  Business  Issues  •  Solu,on  Overview  •  Solu,on  Components  •  How  to  get  started  •  Ques,ons  and  Answers  

Business  Issues  

•  Standardized  Contracts  •  Edi,ng  documents  during  workflow  •  Managing  the  Approval  Process  –  Electronic  Signatures  (Database  and  Physical)  

•  Tracking  Documents  during  the  process  •  Managing  Executed  Contracts  – When  to  start  the  next  review    –  Expiring  Documents  –  Execu,ng  Renewals  

Solu,on  Overview  

Document  Crea,on  &  Edi,ng  

The  user  clicks  the  “Open  from  Alfresco”  link  to  access  Alfresco.  

Document  Crea,on  &  Edi,ng  

Opening  the  document.  1.  Select  the  document    2.  Click  Open  NOTE:  By  default  the  document  will  be    checked  out  .  

(1)  

(2)  

Document  Crea,on  &  Edi,ng  

If  the  user  removes  the        from  the  MaUer  Document  checkbox,  they  will  have  the  ability  to  navigate  through  all  folders  and  sub  folders  where  they  have  access.  

Document  Saving  

When  the  Save  to  Alfresco  window  opens,  it  will  be  pre-­‐populated  with  the  loca,on  the  document  was  opened  from  as  well  as  the  proper,es  that  were  previously  entered.    The  user  can  then  update  the  proper,es  or  comments                  .  1.  User  clicks  Save  

(1)  

Document  Approval  Workflow  

Incoming  Executed  Document  

Setup  for  Review  

Add  Appropriate  Proper,es  

Dashboard  –  Review  Document  

Review  Documents  

Access  Document  From  The  Dashboard  

The  document    does  not  appear.    

Search  -­‐  Advanced  

Search  -­‐  Advanced  

Search  -­‐  Results  

How  to  get  started  •  Iden,fy  External  System  Integra,ons  •  Iden,fy  Document  Template  Inventory  •  Solu,on  Requirements  

–  Required  Workflows  &  Func,onal  Roles  –  Security  Matrix  (ACLs)  –  Solu,on  Taxonomy  

•  Document  Proper,es  •  Document  Storage  or  Folder  Organiza,on  

–  Iden,fy  Document  Intake  Needs  –  Scanning,  Faxing  –  E-­‐mail  

Alfresco  Components  

•  Workflow  •  Rules  &  Behaviors  •  Aspects  •  Kofax  Release  Script  

Key  Project  Components  

•  Solu,on  Requirements  •  Migra,on  Of  Exis,ng  Contracts  •  Contract  Crea,on  Process  •  Staged  “Goal  Live”  -­‐  Phases  

Solu,on  Methodology  

Education and Project Preparation

EducationWorkshop

RequirementsWorkshop

ReviewTaxonomyPrototype

Define Key Functionality

Needs

Test Solution

Functionalty

Focused User

Training

Deploy Solution

Training Material

EducationPresentation

Users, usually via a conference call, are informed of what will be covered in the Education Workshop as well as the Requirements Workshop(s).

Users are provided with a business level education of the solution that will be delivered as well as the process. The education workshop(s) cover various topics such as Web Content, Document, Digital Asset and Records Management. Document Capture topics will also be covered

Utilizing the information gathered from the workshops, screen prototypes are created.

The information gathered during the requirement workshops and the information from the prototyping will provide the information for the Functional Requirements Document.

Utilizing test plans and scripts created from the requirements document, the solution will be put through both user and technical testing.

Training is usually segmented by functional role, enabling it to be more focused.

Requirements Workbook

Workspaces

Deployment Plan

Functional Requirements

DocumentAgenda

Taxonomy- Structural / File Storage- Document Identification (Metadata)

- Functional Roles- User Groups- User Communities

Security Policies

Customizations & Configurations

Business Process- Inflows- Creations- Outflows- Work Efforts

Solution Design and Architecture

Technical specifications for the previously defined user requirements.

Prototype Creation

Create Initial Object ModelCreate Initial Taxonomy

CurrentState Analysis

Staff Skill AssessmentReview existing FilestoreReview SW & HW EnvironmentSecurity EnvironmentSystem Inventory

Test PlanTraceability

Matrix

The appropriate team project team members will review and identify overall project team members, scope, communication plan and initial meeting schedule.

Education Preparation

Project Preparation

Functional Requirement Specifications Source Code

& ScriptsCSA Workspaces

User / Business Efforts

Technical Efforts

Infrastructure Installation

Software & Hardware

Document  Capture  Methodology  

Thank  Your  for  Your  Time  

•  Jason  Jolley  – Director,  Applica,on  Development  – Office  Phone:  973-­‐625-­‐7721  – mailto:  jjolley@microstrat.com