Sentry’s Implementation and Use of the

Supplier Contract Module

Presented by:Barry Estes - Director of Procurement and Contracts

Blake Barron - Contract ManagerCarrie Johannsen - Sr. Sourcing Specialist

Agenda

• Introduction• Overview of Implementation Team/Timeframe • Goals and Objectives for using Supplier

Contracts• Implementation Considerations• Challenges and Lessons Learned • Electronic Signatures• Future/Post Implementation Plans• Suggested Enhancements• Q & A

Sentry at a Glance

SRM/Finance Modules in Production

• Purchasing• eProcurement• Strategic Sourcing• Catalog Management• Inventory• Supplier Contracts

• Accounts Payable• Asset Management• Expenses• eVoucher (Custom

Module)• General Ledger

• All module PeopleSoft 8.9, and Tools 8.47.13• SQL Enterprise 2005, 64 Bit• Windows 2003 Enterprise 64 Bit

Project Team

• Project Team– 2 Technical Resources = .5 FTE– 1 Analyst = .25 FTE– 1 PM = .1 FTE– 4 Functional Resources =1.5 FTE– Assistance From Oracle on weekly conference

call

Technical Project Data

• Project Duration = 17 weeks (10/2/2006 - 1/31/2007)

• Technical Effort– Elaboration (Requirements) = 180 hours– Construction (Configuration) = 185 hours– Testing = 120 hours– Project Mgmt = 30 hours

• Total Technical Effort = 515 hours

Prior Workflow

Goals and Objectives for Implementation of SCM

• Single Repository of Contracts with associated approval workflow

• Documented Electronic Approval Workflow

• On-line Collaboration

• Audit Trail

• Electronic Signatures

Electronic Approval Workflow

Approval Screen

Assumptions

• No Conversion of Existing Contracts

Limited Budget

Limited Resources

Limited Time

Implementation Options Considered

• Approval Workflow – Ad-Hoc

• Assigning Libraries and Risk Classes

• Use of Amendments

• Use of Clauses and Sections

Manage Contract Library

Challenges and Lessons Learned

• FTP Protocol conflicting with imaging system

• Workflow approval chain/self approval (IT fix)

• .xml Template• Collaboration Sequence (Only one person at

a time)• Vendor Paper (Attachment work around)

Current Statistics

• 643 Contracts processed since implementation. (Approx 1 year)

• 369 on Vendor Paper

• Internal Customer Acceptance – Initial resistance due to sequential approval– Currently well accepted

Contract Execution Using Electronic Signatures

• Why

• Legality

• Adobe Considerations – Full version of Adobe – Password protected – Signatures files created for the appropriate

officers

Electronic Signature Procedures • Contract manager certifies • Signer is notified via email, signs and saves

to their desktop • Signer uploads document back into the

Supplier Contracts module • Signer approves contract is routed to the

next signer in the approval work flow routing

• After signatures document is routed back to administrator to obtain counter-signatures if required

Electronic Signature Benefits

• Saves time and labor

• More user friendly for executives

• Documents are not misplaced

• Officers can sign contracts remotely

Future/Post Implementation Plans

• Assigning libraries and Risk Classes

• Additional Templates

• Automated Deletion of Prior Versions

• Cycle Time Reporting

Suggested Enhancements

• Inquiry only Role

• Multiple Notifications (expiration, interim notifications)

• Better Reporting

• Search Features

• Additional fields such as type of contract and manufacturer ID.

Questions