One、Demand source
1、Profession background
Contract management is the core of engineering, project and business . Contract approval and management is one of the most important work to all customers, each signing of which has to go through the relevant functional departments of the audit.This process often takes a long time. However, with the continuous development of software technology and progress, the workflow platform built by the approval of contracts and management systems, can greatly improve the processing efficiency, reducing time and labor costs, while enhancing customer satisfaction.
2、Management of the status quo
Contract management is a systematic project, sound contract management is an important indicator of health to the operation of the company, but often in actual operation, even if the company's resources to mobilize up to the really good contract management, human factors directly lead to management oversight of the process.
Enterprises in the daily management of the process often meet with the following bottlenecks in contract management:
Contract implementation cycle being long, involving large numbers of people, managers' lacking of supervision , which results in many contracts powerless in the execution
Finance department can't carry out contract work after receiving payment , or the account and the fund is not match
The project management and contract management can't fuse real-time , unable to guarantee that the project progress is carries on as scheduled
For contracts and projects lack of communication platform, the contract always occurs poor conditions of communication during the execution of the project
A waste of time and effort to develop enterprise reports, difficult in contract and project data collection , with data accuracy not guaranted
Massive contract data archiving queries take a lot of time and other resources, wasting a good amount of labor costs
Decision-making work of relevant business lacks of strong data support, more dependent on personal experience
Paper contracts, difficulty in access and calls and easy-to-lose contract of decentralized management
3、Management demands
As to many problems nowadays involved with contract management in an enterprise , we believe that the contract approval management system based on workflow system , the main demand functions are described as the following :
Computerized contract examination
Basic contract information management
Track records of received contract payments
Contract change management
Contract status tracking
Contract archives
Two、Solutions
1、Problem analysis
The core of contract management is to track contract status and contract information of the effective preservation.By means of managing and informative systems doubly standardlizing in every aspect of contract management, contract status and information preservation these two core issues can be effectively resolved.
The whole contract management can be subdivided into four stages : Contract project initiation -- contract preliminary hearing -- contract execution -- contract filing
Contract project initiation and contract preliminary hearing is the basis for the entire contract management , involved with many resources, especially in the approval process , which will not only involves with customers (or suppliers) 、the company ministry of justice (or the contract management department) and other relevant department heads or executives, but also relates to the contract itself associated with the project situation. The amount of information on its own is so much , so to control and manage at this stage has become the key to success in the entire contract management.
The contract execution is the middle stage of contract management , which will come out contract changes , like cancelling contract , renewing subscription and so on. Therefore , the effective solutions to contract information connection and condition tracking will be the most important problems in this stage . According to different contract in different situations, in the entire course of contract implementation , it will involve with company's different departments , especially financial department , because in the course of contract implementation , it will surely involve with payments and funds receivals. Once producing related expenses , the finance department needs to carry on related bookkeeping processing.
For contracts are generally following projects , so in the whole contract execution process , it will also do involve the management of associated projects. If the the project gets on badly , it will definitely involve the management of the contract implementation stage. Therefore , in actual course of management , you should mainly center on project management, tracking the thole progresses and results of the contract project. In a qualified sense of the project , the success of project management is a sign of success of the implementation phase of the contract management.
The contract filing is the final stage of contract management, because the traditional manual paper contract needs to special contract special counter to carry on the preservation, resulting in inquiry and the statistical difficulty. What's worse , with the lapse of time ,it's easy to be lost or the damaged ; But if using the informative method to preserve these contract material , the above disadvantage factors will be completely avoided.
2、Solution introduction
This solution is an enterprise contract management system solution , based on web system and workflow management platform. Through this advanced solution , you can make enterprise contracts systematic and streamline management , essentialy achieving to improve efficiency, optimize contract approval links and strenthen contract project management and such targets.
(1)Main system platform：LiveFlow workflow platform
(2)Applied area : All the contract management
Purchasing contract
Sales contract
Project contract
Service contract
... ...
3、Involved departments
Purchasing 、sales、contract management department 、ministry of law 、finance , etc.
4、Project benefits
After the electronic contract management system is applied in the enterprise , it brings a great convenience in contract management for purchasing and sales department.It non only shortens the contract processing time but also at the same time increased the two core sectors staffs efficiency ; And whether ordinary employees or corporate executives, the approval for the entire contract management and query statistics are clear.
After the successful implementation of the system, for each sector stakeholders of the implementing department , it saves the former spent great amount of time in these processes , improves working efficiency and reduces the whole purchasing departments and sales staffs on additional expenditures in human resources. In the convenience of the contract approval, inquiries, tracking and statistics, it , meanwhile , also improves our enterprise in informative awareness on contract management.