6 Replies Latest reply on Sep 1, 2016 12:43 PM by Tania Roberts

    Centralizing Contract Workspace Creation

    Tania Roberts Journeyman

      We're undertaking a process to centralize the contract workspace creation process.  Today it is reasonably decentralized where ~60 Strategic Sourcing users create their own contract workspaces.  We face a number of challenges in the current environment because of it being centralized.  Since workspace management isn't their primary function, the number of workspaces in draft and draft amendment climb into the hundreds.  Managing this count to a lower number is very challenging.  When workspaces are created and submitted into an approval flow, 'Contract Admin' (our team) are the first approvers on the flow to check for data integrity.  We have to send a lot of workspaces back because they are filled out inaccurately.  Often times people accidentally amend the wrong workspace. 


      As we start to think about centralizing the process, there are a number of things we have to consider.  I'm really interested in understanding your process and how your system is configured to accomplish the centralized function.

      1. How do you receive inbound requests for a contract?  Via email to a group mailbox?  Through a ticketing system?  Through Contract Request?  Is it in excel? Word?

      2. When you receive the inbound request, how much information are you collecting?  Too much and you may as well have them create it themselves! 

      3. What is your SLA upon receipt to then create the workspace?

      4. Who owns the contract workspace on the overview tab?  Is it a member of the centralized team?  Or is it the author of the contract?

      5. If the central creator stays as the workspace owner, how is the expiring notification process handled?

      6. Did you make modifications to the team tab to accommodate this?  Is the Sourcing owner there? Can you report on it?

      7. What advice would you give us as we plan to roll out contract compliance?

      8. Did you go back in history and load contracts to apply contract compliance to them? Or did you pick a point in time and only apply to that moving forward?

      9. What other processes should we consider putting in place?

        • Re: Centralizing Contract Workspace Creation
          Oliver Stow Apprentice

          Hi Tina,


          Here are some of the findings from our processes I can offer you.


          1) We use Contract Requests for anyone in our business to raise requests for new contracts and for requests for variations to existing contracts. Only our Contracts team have the roles required to create and own Contract Workspaces.

          2) We ask for high level information at the Contract Request stage(anticipated dates & values, sole source Vs competitive event and some other key bits of information)

          3) We don't have any SLA's as such as much of the timing is dependant on how ready the end user is with their scope and how urgent the requirement is. We also have approvals required by the wider business for all new requests that need to be contemplated.

          4) The Contract Request is 'owned' by who ever created it. The Contracts Workspaces are only ever owned by the Contracts Team staff and we have a custom field called 'Contract Owner' for the business owner. This adds them to the teams tab as an active member too but never as owner.

          5) Expiration notifications go to the Project Owner (contracts staff) and Contract Owner (business owner).

          6) By having a custom field we can report on the 'Contract Owner' as I don't think it's possible to use the teams tab for reports. We do add them as an active member though so they can view and edit documents as required.

          7) Centralisation will certainly help. Then lots of training and lots of reporting to make sure everyone's aware of the requirements and so that regular 'tidy-ups' can occur.

          8) We used this method from day 1. We applied the same logic to the contracts we loaded via our legacy load.

          9) As I say we also use the Contract Requests for variation requests from the wider business. Having Contract Requests as the only work spaces non-Contract Team staff members can create way we can be a bit less precious over the number of orphaned Contract Requests work spaces (and we encourage the business to put in requirements as a 'Planned' status to have potential future requirements entered and visible as early as possible. When a request is not going to progress we close it so that it falls of our reports.


          Good luck with your implementation!


          • Re: Centralizing Contract Workspace Creation
            Christian Steenberg Expert

            Hi Tania,


            We've deployed a very basic contract management solution.

            1. Requests are done via a word doc and sent to mailbox
            2. Contracts are loaded to CWS by central staff (few people) and they are the owner of the CWS.
            3. We add the business owner to the notification fields and also on the team member tab into a predefined role "Business Owner".
            4. It's possible to report on CWS with two facts - Contract (Procurement) + Project Member where role = "Business Owner", then you get contracts per business owner. There is a limitation - you cannot create calculate user defined fields in the report when you are using more than one reporting fact.
            5. Note - I do not think you can report on contact for "expiration contact" and "notification contact" from the CWS header fields.
            6. You can change the fields using mass edit projects - which is useful when owners change jobs.


            We should look into contract requests and see if that could streamline our process.




            • Re: Centralizing Contract Workspace Creation
              Norma Barker Newbie

              Hi Tania,

              May I ask the size of the team who will be acting as the centralized contracting function? We are looking at ways to improve our end-to-end procurement processes and contract management is an area that I feel should be centralized, but I'm not clear what the operational impact might be. Do you have any numbers you could share; maybe how many headcount per category or per contract/relationship? Thanks, Norma