Contract Management in the Public Sector Case Study

By: Kenneth Hinnenkamp
Date: September 11, 2013

Infor’s Contract Management product has significant potential for use in the public sector. I recently have been working with a city government, assisting with their implementation of Infor’s Contract Management application to go along with their previously implemented Strategic Sourcing.

Prior to implementing contract management, the cities’ contracting process involved using Word documents, cutting and pasting together contract language and terms and conditions to achieve a presentable document to serve as a binding contract. The process was slow and tedious, and had a potential for errors and omissions.

The cities’ process was to setup pre-authorized terms and conditions in the Infor Contract Management system, and use document templates to gather the correct Ts and Cs including signature pages based on the contract type and classification. The contract information including such things as the vendor’s name, vendor’s address; contract description, contract number, award amount, contract term, etc. are defaulted in as needed.

Eight Contract Templates were established to make the process of contract entry as easy as possible for the users and resulting in consistent, professional looking typo-free documents ready for presentation and signature. Another benefit of the system is the ability to customize the electronic approval flow, to automate the process of contract approval routing throughout city departments, complete with proxies as alternate approvers, and routing for amendments and addenda. As contracts are approved, produced and executed, they are scanned and loaded back into the systems central repository to provide easy storage and retrieval of executed contracts.

The initial go-live at the city included just a few departments and users, but the plan is to expand the system over time to make the system available to all departments and contracting personnel. The system is a great compliment to their previously implemented Strategic Sourcing system and is already providing benefits to the city.

Ken Hinnenkamp

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