Software for Contract Management
The Contract Management Problem
Contract Management is DIsParaTe & re-aCTIVe We expend a great deal of time, money, and effort, on negotiating and specifying agreements, but when we finally sign the contract, we lock it away in a filing cabinet, and only take it out when something goes wrong. By this time it is too late.
- Adam McInnes, Open Windows CEO
The Contract Life-cycle
specify & define requirements
tender & evaluate offers
project & contract planning
negotiate terms & conditions
For contracting to succeed, you need positive, and pro-active management of the terms and conditions of your contracts and the contract life-cycle, including deliverables, to lower the risk of non-compliance, errors, and issues occurring.
review, renew, re-tender manage performance, compliance, & risk
let contracts
approvals, instructions, variations
Independent analysts quote payback of investment in contract management software in less than four months
1300 739 073 info@openwindows.com.au www.openwindows.com.au www.contracts-now.com.au
Software for Contract Management
solving the Contract Management Problem
5 areas of System Capability
Central repository of Contract Information
Your contract management team can be decentralised, but your contract information and knowledge must be centrally visible and accessible to anyone who needs it.
contract creation central repository
Pro-active Management
A systems approach helps you anticipate contract issues before they occur and take positive pre-emptive action to increase compliance and reduce risk.
integration & services reporting & analytics
contract & tender management
Open Windows Contracts – enterprise Contract Management
Open Windows Contracts provides a central repository of organisational contract data and documents allowing contract managers access to tools and information across their secure delegation, and giving managers the reporting and analytics they need in real time. The system automates the contract management life-cylce using email notifications and business process workflow, to provide pro-active management of agreements, increasing compliance and reducing contractual risk. Better Contract Management means increased revenue on the sell side, and cost savings on the buy side.
reporting & analytics
advanced decision evaluation document management
contract management
1300 739 073 info@openwindows.com.au www.openwindows.com.au www.contracts-now.com.au
project management
workflow / business processes integrations
tender / pre-contract management
eTender portal
notifications
Software for Contract Management
Tender Management
Open Windows Contracts manages the ‘preliminary’ process, or pre-contract execution period by managing the details of the whole phase, from project inception, through risk management and the formation of business cases, through calling for offers and evaluation. The system comes out of the box with workflow tools and functionality to facilitate contract development and award, and can be expanded with advanced functionality in the areas of evaluation and eTendering, all tightly integrated with Open Windows Contracts.
Business Process automation
Open Windows Contracts facilitates a complete procurement process from project development, through submission and evaluation phases, to letting contracts and on-going management of any category of spend or contract delivery. Open Windows business process workflow promotes corporate consistency of procedures and document templates, enforces compliance, and provides accountability and auditability of all contract management tasks. • automate procurement processes • Decrease contracting cycle times • Manage sLas and Performance • reduce expenditure & increase revenues • Deliver greater value in agreements
risk & Compliance Management
Open Windows Contracts facilitates visibility of agreements and pro-active management of contract deliverables. Open Windows Contracts provides on-line alerts, and email notifications when contract milestones and compliance items fall due, including advance notification of: • deliverables, • renewals, • obligations, • insurance expiries, and • process tasks. Supplier and Customer relationships have never been managed more comprehensively than with Open Windows Contracts.
Document Management
Open Windows Contracts manages Contract Documents and can operate stand alone or fully integrated with your corporate document management system. • Index and search agreements • Control document versioning • Check in – check out capability • email correspondence storage A comprehensive contract repository allows all contract correspondence to be easily accessible, all in one place.
advanced evaluation
Open Windows Advanced Evaluation provides a user defined approach to the creation, completion, evaluation & ranking of selection criteria, thereby providing the ability to handle any level of evaluation, from simple to complex. The module enables an organisation to easily generate a full evaluation questionnaire directly into MS Excel that can be included with their RFP documents, then automatically scored following receipt of supplier submissions.
eTendering
Open Windows eTendering provides a secure environment in which you can manage the complete tender-box cycle electronically, streamlining the tendering process by eliminating costly paper based and manual data entry processes. Fully integrated with Open Windows Contracts, eTendering enables the advertising of public and private RFPs, supplier notifications, secure tender closing events, time stamping of submissions, publishing of upcoming tenders events, full supplier portal, and full audit history of the whole process.
1300 739 073 info@openwindows.com.au www.openwindows.com.au www.contracts-now.com.au
Software for Contract Management
Open Windows
Open Windows is the only company effectively solving the Contract Management Problem for Australian organisations. Trusted by Government and top 10 BRW companies to automate and manage the contract management life-cycle, Open Windows continues to deliver the best and most relevant Contract Management Software system in the market today. Founded in 1994 by brothers Shane and Adam McInnes, Open Windows is now headed by the brothers and the Honourable Jeffrey Kennett AC (Chairman of the board). With a family background in Contracting and Contract Management, Shane and Adam developed the first Australian Contract Management Software system to manage contracts in the family business. They then adapted this product to take it to market, and help Australia manage contracts as well as they did. Today, the fully scalable Open Windows Contract Management Software systems are used by over 150 major corporations and governments. The Enterprise Contract Management application has an estimated 10,000 users per day, and manages in excess of $30 billion dollars in agreements. Open Windows provides full implementation services, support & maintenance and has a consistent record of on-time, on-budget, large scale implementations.
a systems approach
Every organisation relies on processes to deliver consistent results. But most processes are still paper based and do not add value. A process must be more than an extra layer of paperwork. Processes must be accessible and easy to use or they will not be adopted by staff. Using a software system to automate processes, helps push out procedural steps and tasks to staff members, making their jobs easier, and applying corporate consistency. Contract Management systems provide an efficient method of educating contract managers as to why certain tasks need to be performed, can provide documents and forms required at each stage of the contract life-cycle, facilitate approvals, and monitor contract and project progress. A systems approach also keeps an electronic time and user stamped record of tasks having been completed. Remember that these processes need to be performed, regardless of how they are delivered, so a systems approach does not have to mean extra work. The end result is: • • • • staff find it easier to follow mandated processes, you achieve corporate consistency, you create accountability, and you create auditable records with no extra effort.
Open Windows Contracts Product Portfolio
Contracts-NOW Contracts-LITE Contracts-PRO
on-demand essential contract automation
entry-level enterprise contract life-cycle management management module preliminaries module
professional enterprise contract life-cycle management including business process workflow advanced evaluation eTendering
1300 739 073 info@openwindows.com.au www.openwindows.com.au www.contracts-now.com.au