Three ways contract management technology can add value to complex project management

June 13, 2011

We are delighted to invite guest editor, Ian Furlong who has extensive experience in managing contracts as part of major program project management with Intel.  Ian has recently written a white paper outlining three ways in which contract management technology solutions can add value to complex project management.   This article summarizes the key ways in which Contract Management software solutions, like Dolphin Contract Manager, can help major program managers to maximize the value that can be extracted from long term contracted relationships.

In the contract management world we sometimes overlook how managers responsible for project delivery engage with contracts. After all Project Managers govern work with budgets as big as the turnover of a medium size corporation and the contracts are the fabric of what needs to be done.

In this white paper we take a visionary look at the interaction of Project Mangers and their project contract portfolios, in particular three ways where we believe Contract Lifecycle Management software can help deliver business value.

At the highest-level contract management software helps to master the complexity both of managing multiple contracts for a single business relationship as well as in building a portfolio of sub-contractors to deliver the work. The ability to shine a light on the interdependencies of these relationships is important in reducing the risk associated with interrupting the flow of the project once work has started.

Looking within the contract documents themselves we see Contract Lifecycle Management software as a means to document unstructured as well as structured obligations. This rich picture of obligations gives the project team greater leverage in its exchanges with contractors at all touch points but particularly when renegotiation of the contracts takes place.

And finally we look at the different management perspectives on the contract documents and how Contract Lifecycle Management software can help project team members to communicate more effectively with one another and with project support functions.

Dolphin Software wrote this white paper together with Ian Furlong a co-founder of Oxford Major Programmes Ltd. Oxford Major Programmes, a new company specializing in establishing ways of improving the management of the largest projects and programmes, has been established by a group of experienced industry leaders participating in the Masters in Major Programme Management at the Oxford University Said Business School.

A free copy of Ian Furlong’s white paper: Three ways contract management technology can add value to complex project management can be downloaded at:  http://www.dolphin-software.com/downloads_ian_dl.htm

Advertisements

Managing contract obligations across the enterprise

March 23, 2011

For many organizations around the world, contracts and agreements govern the way that they conduct business relationships with external parties, like customers, suppliers and partners.  In order for business relationships to be effectively managed and for your business to extract the maximum potential and value from your contracts with external parties, it is necessary to track and proactively manage contract milestones and obligations effectively.

Contracts invariably contain two types of data that need to be tracked and managed:  Milestone data (like critical dates, contract parties, contract values, currencies, etc.) and obligations or performance-related data.

While some companies may capture contract milestone data in spreadsheets or databases, it is relatively rare to come across businesses that adequately track and enforce compliance to contract-related commitments and obligations.  One reason for this may be the fact that historically, Contract Management has suffered from a lack of strong enterprise sponsorship and ownership.  We are now observing an increasing number of General Counsels taking on this mantel on behalf of the business to drive through ownership and responsibility for contract-related obligations and risk management.

Contract obligations may be applied to both your business as well as the external party and may include conditions that need to be complied with or tracked to adhere to corporate governance or industry regulations, quality commitments, performance targets, payment terms and schedules, etc.

Dolphin Contract Manager treats contract obligations as dynamic tasks that can be created, classified and allocated to the relevant business stakeholder who will have responsibility for ensuring that the specific obligation task has been adhered to or complied with.  The system includes a unique closed-loop compliance funtion allowing contract managers and business executives to monitor compliance to contract commitments and obligations and to provide the senior management team with management information about the status of compliance to contracted commitments and obligations.

To understand more about the importance of managing contract obligations across the enterprise, why not register for Dolphin Software’s free-to-attend web seminar on Tuesday the 12th of April 2011.  Further information can be found at:  http://dolphin-software.com/lp_contract_obligations.htm


Understanding your contract landscape

February 24, 2011

Understanding your contract landscape should be the first key stage of an enterprise contract management strategy.

Contracts are central to the way that business is conducted. As business-to-business transactions become more international and complex, so too have the contracts that support those transactions. Contracts contain a myriad of milestones, commitments and obligations that need to be identified and tracked in order to manage contracts effectively.

Lost or hard to find contracts
Unfortunately for many companies, much effort is put in to the negotiation of terms and conditions and less attention to what happens to the contract once it has been signed. Contracts that should be proactively tracked and managed end up lost or hard to find in file shares, computer desktops and other repositories.

Three key questions to ask yourself
Here are three questions that should be asked as a litmus test to assess the level of visibility and control over contracted commitments:

  • Do you know exactly how many active contracts your company has?
  • Do you and other key stakeholders in your company have visibility of all contract milestones, commitments and obligations?
  • Can you demonstrate to your senior management team that all contract related commitments and obligations have been complied with?

For most General Counsels, there are two options to address the issue of legacy contract visibility:

  1. do nothing
  2. conduct a time consuming, complex and expensive audit using specialist external consultants.

Dolphin AutoCapture – the legacy contract discovery engine
Dolphin AutoCapture is the first legacy contract discovery engine that uses search and artificial intelligence-based technologies to:

  • Rapidly locate lost or hard to find legacy contracts in Windows File Shares and computer desktops
  • Automatically extract key contract milestone data from contract documents
  • Present key contract related data to senior managers in a simple management dashboard.

Dolphin AutoCapture automated contract audits are significantly faster and cheaper than conducting manual audits with external specialist consultants.

Understanding your existing contract landscape should be the first stage in your contract management strategy.

Free webinar
Join Dolphin Software for a free-to-attend web seminar to find out more.  Visit http://dolphin-software.com/lp_contract_landscape.htm for further information and to register.


Is Microsoft SharePoint ready for mission critical business applications, like Contract Lifecycle Management?

February 15, 2011

A recent market survey published by Global 360, entitled:  How are businesses using Microsoft SharePoint in the Enterprise, highlights the significant strides that Microsoft SharePoint has taken in the last year in terms of enterprise adoption.

The Global 360 survey polled over 800 companies in 2010.  Here are some of the key highlights:

  • 90%  – organizations surveyed have and use SharePoint
  • 97% – organizations who will look to deploy SharePoint
  • 67% – have deployed SharePoint enterprise wide

The phenominal growth and adoption of SharePoint in the enterprise is truly disruptive to traditional ECM and collaborative incumbent technology solutions.  Of the 3% of organizations who were not currently looking to deploy SharePoint, most companies admitted that they would be considering SharePoint at some stage in the future. 

The table below shows how Microsoft SharePoint is currently being deployed amongst the organizations surveyed:

How widespread is the deployment and usage of Microsoft SharePoint in your organization?
Use within team or single SharePoint project site 4.94%
Limited SharePoint sites or department use (1-3) 11.03%
Several departments (4 or more) 16.98%
Enterprise-wide deployment of SharePoint 67.98%
Total 100%

With market saturation within reach, the big question for CIOs must be:  Is Microsoft SharePoint mature enough as a platform to deliver enterprise applications?

The Global 360 survey would suggest that this is rapidly becoming the opinion of SharePoint users.  Here is a summary of some of the key findings about how SharePoint is being used within the enterprise:

  • 67% – organizations using SharePoint for enterprise Document Management & Workflow
  • 27% – organizations who use SharePoint to support mission critical business processes

So, nearly one third of SharePoint users now deploy SharePoint to manage mission critical content and to support key business processes.

CIOs and IT strategists must now seriously consider business applications built on top of the Microsoft SharePoint platform that support critical business processes and compare the pros and cons against other enterprise platform solutions from SAP, Oracle or even .Net and Java based applications.

There is one significant fly in the ointment as far as SharePoint in the enterprise is concerned, however.  51% of companies surveyed complained that too much time and internal resources were being tied up trying to develop point and line of business solutions in SharePoint.

This is precisely where independent software vendors like Dolphin Software can help organizations and add value to SharePoint environments where it is most needed.  Most organizations do not, and should not, consider themselves to be software development houses.  Microsoft SharePoint has matured to an extent that it is now a viable platform for delivering robust business applications, but it should be considered as such – a platform. 

Dolphin Software would consider itself first and foremost as a best-in-class Contract Management software vendor that uses the Microsoft SharePoint platform as a delivery mechanism to its business users.  This has several advantages for Dolphin’s customers.   From a CIO’s perspective, a comprehensive SharePoint based business application, like a contract lifecycle management solution, is a compelling example of how SharePoint can add value in a business context.   From the business user’s perspective, a SharePoint based business application should be familiar and easy to use and therefore easier to deploy to enterprise users.

For further information about deploying mission critical business applications, like Contract Lifecycle Management on the Microsoft SharePoint platform, visit: www.dolphin-software.com


Dolphin Software CFO Mark Williams – Is contract management becoming more complex?

February 9, 2011

CIO and Computerworld magazines recently published interviews with Dolphin Software’s parent company CFO being interviewed about whether contract management is becoming more complex.

Read the CIO Magazine article here:  http://tinyurl.com/4lf6bfw


HR contract management and why it is important for your business

February 6, 2011

Many companies admit that they could do a better job when it comes to contract management.  However, those companies that do consider contract management solutions, usually only consider operational contract processes, like procurement or sales contracting.

HR often gets left out in the cold.  It is fair to say that some business executives still view a contract as a  tactical ‘insurance’ policy for when things get difficult.  World class organisations who look at contract management from a business critical and strategic perspective, view contracts as the outline of the business relationship between themselves and a third party – with terms and conditions, that if effectively managed, can be exploited to maximise commerical gain or minimise risk exposure.

So why should a business care about its HR contracts?  There are several areas where deploying a contract management solution to automate the HR contract process can provide significant benefits.

First and foremost is staff turnover.   Average staff turnover for US organisations is 15% (closer to 100% in the fast food industry), according to a recent report by Nextera.  This can produce a significant burden on HR functions and business managers looking to contract with new permanent or temporary staff.  Contract drafting for most companies is a slow and manual process that involves duplication of effort and multiple stakeholders. 

Self-service contract authoring
Self-service contract authoring solutions, available in contract mangement solutions like Dolphin Contract Manager, allow business managers to create tailored and compliant contracts by answering questions provided in online wizard-driven questionnaires.  Contract Managemnet solutions with self-service contract authoring will automatically save contracts created in a central repository and can instigate internal approval workflows.  These solutions also make contract amendments, when employees change role, a simple and rapid possibility.

Implementing organisational change
Senior business executives who are looking to restructure their businesses have a need to have accurate and timely information about their human resource pool in order to assess how rapidly and smoothly they can instigate organisational change.  Information like length of service, termination terms, remuneration and notice periods are all required, but it many cases, current and accurate data relating to HR contracts is not easily accessible.  When employment agreements are lost in the myriad of corporate file systems, it can be even harder to efficiently gain access to contract-related information.  Contract Discovery solutions, like Dolphin AutoCapture, aim to make locating lost or hard to find contracts a thing of the past.  Dolphin AutoCapture locates lost contract documents in Windows file shares and computer desktops, automatically extracts key contract milestone data and uploads the contracts and data seamlessly in to the Dolphin Contract Manager system for proactive tracking and management.

Managing HR contract related litigation
Digruntled employees who sue their employers is a common cause of contract related litigation and costs businesses millions in disruption to business, expenditure on external legal and audit and discovery services, particularly when the current version of the employment contract cannot be readily located or where the contract has not been updated to reflect changes to the employees role or employment status.

Human Capital Management
A growing number of companies have begun to look at managing their people and talent as resources that have a financial value to their business.  Human Capital Management and the on-going requirement to enhance the training and qualifications of employees to enhance their asset value, requires micro-management of contract related terms and conditions to extract the greatest value and potential.

Managing outsourced service providers
For those businesses who have outsourced their Human Resources function, will be be aware of the need to manage contract milestones, performance targets and obligations closely in order to maximise the value and savings expected when key business functions are contracted out to third parties.  Contract Management software is key to allowing HR and key business stakeholders with the right management information to manage these relationships effectively.

In short, contracts are central to Human Resources and HR executives who are looking to improve efficiencies and erradicate unnecessary cost and risk in HR contracting should consider deploying a contract management solution.  Dolphin Software holds regular free to attend web seminars.  Visit: www.dolphin-software.com/events.htm for more information.


Can legal do a better job at supporting sales contract management?

January 26, 2011

The International Association of Contract and Commercial Managers (IACCM) are currently polling legal and contracting professionals to record their thoughts and opinions on how contract management is handled in the companies that they work for.  One of the early conclusions of the survey (which can be accessed here:  https://www.surveymonkey.com/s/StateofSalesContractManagement), is that many sales and commercially focused staff still view Legal as being too risk averse and a cause of inertia in the commercial or sales process.

Perhaps, Legal would argue, that if they are not going to be risk averse and cautious, who else in the organization is going to be?  On the other hand, with quarterly sales targets to meet, it is faster (but thorough) contracting that is required to facilitate risk managed, but commercially optimized deals.

Contract Management software solutions, like Dolphin Contract Manager do have a key role to play here.  The contracting process for many companies can be manual and inefficient.  Technology based solutions that support the contracting process can reduce contract cycle times and allow key stakeholders, like Legal, to add value in the right places and at the right time, instead of having to become involved in all transactions that tie up limited legal resources.

Self-service contract authoring, where non-legal users, like sales teams, are able to create tailored contracts and agreements by completing intelligent questionnaires is a major development in corporate contract management systems.  Previously technology that was used by law firms to automate the creation of standardized contracts, is now available to free up legal resources so that they can focus on the exceptions and non-standard contracts.

Legal clause libraries that allow legal language to be formatted in to reusable objects and then used to speed up new contract drafting or to be inserted in third-party contracts during contract negotiations, also play a significant part in empowering key business stakeholders in the contracting process, while legal maintain an oversight role.

Providing a central electronic repository for contract documents with version control and security profiling would seem obvious, but it is surprising to see how many companies exercise little or no control over where contract documents are stored.  Without strict control mechanisms in place, an organization will soon lose control over contracts and commitments contained within them.

Post-award contract milestone and obligations management is typically lax in many organizations, and it has been suggested that perhaps legal advisors take an overly conservative and risk averse stance when the focus of the contract is on its worth as an insurance document in preparation for when there are breeches, rather than as an outline document detailing the commercial relationship between the two parties.   After all, over 60% of commercial litigation matters now relate to contract disputes.

If legal resources can be freed up to focus on non-standard and exceptions and if there is an efficient and effective way to proactively manage contracted milestones and obligations, then perhaps we will be able to see the legal team being able to spend more time overseeing the contracting process and adding value where it is most needed.

Dolphin Software has recently published a new white paper entitled Why contract management should be a strategic imperative for your business, which can be downloaded here: http://www.dolphin-software.com/lp_cm_whitepaper.htm