Contract management from creation through execution and monitoring 26 july 2011
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Transcript of Contract management from creation through execution and monitoring 26 july 2011
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 .
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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
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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: [email protected]