DocManager® Contracts - Contracts Lifecycle Management Software

DocManager® Contracts is a sophisticated tool that covers the entire contracting process, including: definition of the budget, purchase authorization, market studies, suppliers’ assessment and selection, contract creation, activities execution and finalization and/or modification and versioning. DocManager® is a software suite that allows organizations to create, approve, store and control information (in this case contract information) within its complete lifecycle. Based on a completely customized workflow, it integrates with email, sending disaggregated or consolidated notifications, and deploying useful user interface tools such as the to-do list, everything in a strictly controlled and secured environment.

The system is parameterized based on your company’s contracting process. This means that in the application you will find:

All the required information of the contracting process.
Reviewing and approval workflows.
Roles and permissions at every level
Indicators, reports and lists with relevant data.
Custom-made notifications and tracking & expiration controls.

The application is divided in 4 module-phases, each one with a separated license, allowing your organization to acquire what is related with your interests:

Module Phase 1: Planning & Budget

This module allows the creation of a detailed budget plan, defining multiple criteria such as values, dates, cost and accountability centers, geographic localizations, and products and business lines. Budget allocations can be linked to policies, objectives and identified strategies. The phase 1 module displays consolidated value reports based on several variables, allowing users to drill-down on the information to get useful details.

Alongside Phase 2, this module allows managers to get execution progress percentages, in terms of money and time. It includes a model for risk management, making easy its valuation, analysis and control. Users can import and export data from/to Microsoft Excel sheets.

Module Phase 2: Pre-contract Management

This module eases getting service or product (bought/sold) detailed information, offering a market analysis reports, based on: selection of potential suppliers, detailed descriptions and/or technical factsheets, reference prices, methods of payment, general contract execution conditions (objective, place, due date), technical and economic justifications, among other aspects.

The system automatically generates, based on Microsoft Word templates, terms of reference and/or specifications, filled with standard or specific clauses for each contract. Phase 2 module supports a strict suppliers’ selection process, based on a criteria bank which is created by a group of administrators. Such criteria can be applied to selection templates, allowing users to qualify in several aspects the performance of every potential or current supplier.

With all the aforementioned features, this module can be used as clients or suppliers database, allowing users to link this information to several other parts of the application.

Module Phase 3: Contract Creation and Management

This module automatizes the creation of the contracts, generating Microsoft Word files based on templates created and uploaded by the designated staff. In these Word files, the information is merged with the data obtained from the forms, from specific fields.

DocManager® implement in these files: change control, unique identifiers and distinctive watermarks for each one the approval stages. The applied control over the documents lowers considerably the risks associated to un-tracked changes and avoids using unapproved contracts. Also, it helps with review/revision tasks, comments consolidation, and reduces drastically the time required to edit and approve the contract.

This module stores all the files and information related to the contract, such as policies, letters, certifications, the (printed and scanned) signed contract itself, and legal required documentation. We recommend to use the system as repository of all the information collected during the process lifecycle. As in phase 2, it can be used as clients and suppliers database, in the case where the client does not have a system for this purpose.

Reviewing and approval processes can be modeled based on different variables such as the contract type, amount ranges, contract modalities or any other relevant classification. These variables are parameterized according to the specific process in each client, with security control and permissions granted to custom profiles, applied to specific types, individual contracts and even to form fields.

Module Phase 4: Contract Execution

This module controls all the activities in the execution stage of the contract, including: general execution tracking, activities follow-up, payments, minutes, deliverables, supervision, etc. The system sends in-advance notifications to accountable staff of renewal processes or contract closing processes, or staff in charge of payments and deliveries.

The Insurance policies have a special treatment, including them in the expiration control and renewal processes. In the same way, the system leverages the creation of amendments, extensions, annexes or any other modification to the original contract, maintaining a strict version control, including additional workflow activities.

More About DocManager® Contracts

General Benefits

DocManager is implemented a process that we call Custom Parameterization. That is why the solution is delivered in days, not in months. Then, our bussiness value promise includes:

The software is adapted to the process. Forms, workflows and reports are totally customized.
Reports can be used as indicator dashboards.
Users can upload any type of file (signed contracts, letters, certificates, etc.)
It maintains historic information about review procedures, approvals and read & edition operations.
Versioning: It can create newer versions of contracts to include modifications, being completely traceable.
Approval workflows allow users to have a up-to-date to-do list and receiving email messages with either disaggregated or summarized information.
Contracts can be automatically be generated in Microsoft Word format, based on templates made by the organization.
Review times are shorter, because the system applies change control automatically and saves all the modifications made by the staff.
Exchange information with other systems (ERPs, CRMs, databases) using Microsoft SQL Server or Web Services. We can help to migrate the information from other applications.