Enterprise Contracts Management - Improved process efficiency and collaboration
 
Business Challenges

Our client, a leading publishing company, had a legacy Lotus Notes application in place for the management of their enterprise Contracts Management processes. The application was reaching obsolescence, was expensive to maintain, and lacked the extensibility to meet their business needs. The client sought to replace the application with a newer, state-of-the-art Contracts Management solution to meet both their current and future needs.

 

Their ideal solution would have positive impact throughout the contract management workflow by improving creation, review, and approval processes, speeding execution, and increasing efficiency. Legacy content would also be migrated into the target repository. ArborSys accomplished each of these goals.
 
The ArborSys Solution

Working collaboratively with the client, the ArborSys Group designed and implemented a Contracts Management system to support the client’s existing and future needs. During the initial phases of the project, the client’s business analysts worked closely with the ArborSys team to collect and document the system’s requirements. The team established standardized processes, lifecycles, and workflows for the system. The application was implemented with customized views for users to be able search and view the contracts and all documents related to the transaction.

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 The ArborSys team was engaged to:
 
Sublink
 Assist with gathering, analyzing, and documenting the business, functional, and technology requirements;
  Sublink Develop the detailed design;
  Sublink Configure and develop the custom application;
  Sublink Perform integration testing.
  Sublink Support client testing and implementation;
 
Sublink

Develop training materials and conduct training for users across all US regions.
 

EMC Documentum was used as the content management repository, and Documentum WebTop provided the foundational interface for managing the contracts and providing end user functionality. Kofax was used as the scanning solution for the scanning and export of executed contracts into the repository.
bullet Functionality provided included:
  Sublink

Management of the underlying workflows and lifecycles;

  Sublink User Interface customizations;
  Sublink A distributed scanning subsystem implemented across four sites;
  Sublink Collaboration features.
 

The engagement also included the migration of legacy Lotus Notes content to the target Documentum repository. ArborSys analyzed the legacy repository to design and develop migration processes and scripts. Qualification procedures and reports were developed to ensure accuracy. ArborSys worked closely with the client’s IT team to execute and complete the migration, and all content was successfully migrated prior to production roll-out of the application.

bullet Value Delivered:

With our extensive field experience and technical expertise, our team was able to successfully partner with the client to deliver a solution that significantly improved process efficiencies, reduced costs, and provided standardized processes. The obsolete legacy system was decommissioned within three months of launch.
 
bullet Case Studies
bullet Business & Technology Planning
bullet Business Process Management
bullet Collaboration Management
bullet Controlled Document Management
bullet Training & Adoption
bullet Contracts Management Solution
bullet Enterprise Document Management for General Counsel
bullet Grade School - Custom Publishing Solution
bullet White Papers & Publications
bullet
 Optimizing the Publishing Workflow - Published in KMWorld, January 2008

bullet Industry Focus
bullet Pharmaceutical
bullet Financial
bullet Publishing
bullet Healthcare
bullet Government
bullet Engagement Models
bullet Outsourcing
bullet Co-Sourcing
bullet Staff Augmentation
bullet Off-shore Captive Development Center