Contract Management

Procurement vendors - e purchasing - SRM software - strategic sourcing | Ivalua > Products > Buyer > Contract management

Centralize the company contracts in a single repository
Manage a contract’s life cycle in a collaborative manner
Anticipate key milestones of a contract

Usually companies encounter important difficulties managing supplier contracts. As they are sometimes all over the place in the company, in formats or detail levels that are very inconsistent, signed contracts are often unrecognized by purchasing advisors or buyers. They are sometimes obsolete and therefore rarely measure up in their application to what was predicted; savings that were expected at the beginning are theoretical and don’t materialize.

The Ivalua Buyer Contract Management solution was conceived to remedy these problems. It provides a clear and structured framework that brings together all the contracts in a single database. It offers functionalities for the management of the life cycle of a contract, from the creation in collaborative mode to archiving, through the creation of amendments.

There are many gateways with the other Ivalua Buyer modules such as the supplier database, product catalogs, or the e-sourcing process.

In addition, users can configure their own alert systems based on key milestones of the contract.

Finally, contract reporting gives the management a full visibility on existing contracts as well as real time analysis by purchasing category, buyer, supplier, organizational entity, etc.

Main functionalities

Benefits

Our advantages

Services

Deployment modes

Collaborative writing of contracts

Management of contracting parties and related authorizations
Storage of the main negotiated conditions offering quick access for the users
Maintaining a library of sample contracts
Generating contracts in Word format based on pre-existing templates
Creating different contract validation systems based on the type, activity segment and resource allocation of the contract
Generating invoice schedules

Distribution and consultation of the repository

Multi-criteria search engine
Contract description file
Management of the scope of the contract (category, organization)
Available listing of all of the negotiated articles as part of the contract
Configuration of contract access level permissions by user profile
Confidentiality of data and / or attached documents with the Ivalua Buyer authorization system
Direct link with the supplier repository

Monitoring and management of contracts

Management of amendments and history of contract renewal
Management of contracts renewal by tacit agreement and possibility of automatic renewal
Setting of alerts tied to key dates of the contract
Overall planning of contracts currently executed

Time saving in the creation of multi-party contracts with the electronic validation workflow and the library of available templates
Time saving on accessing a contract in a single database and a common structure
Time saving on visualizing the key points of a contract without the need to read it entirely, thanks to the information summary supplied with each contract
Better distribution of contracts within the organization promoting greater adherence to active contracts and the realization of expected savings
Possibility to measure the purchases that are actually covered by a master agreement
Better foresight of contract expirations with an alert system tied to key dates

Link to the supplier repository and product catalogs
Configurable alert system, based on key dates of the contract
Validation workflow entirely configurable by type of contract
Management of contract amendments
Native integration with Excel / Word
Intuitive and easy to learn

Ivalua’s teams and consulting partners provide the skills and expertise necessary for the successful deployment of the Spend Analysis tool, and for the best possible use of the analyses that it produces.

Design and configuration

Starting with the client’s functional specifications, Ivalua experts work in close collaboration with their teams to configure the activated modules, set up the validation workflows, the alert systems, the data import, treatment and export procedures, the interfaces with other tools and the analytical indicators and reports.

Data migration

It is important to migrate existing historical data to Ivalua Buyer, to maximize the analytical potential of the system, right from the start of production.

Ivalua assists customer’s data migration with its ETL tool (extract, transform, load), to mass transfer historical data from existing sources (Excel, other information systems, ERP, etc.).

Integration

Ivalua’s teams install the interfaces necessary to perfectly integrate Ivalua Buyer into each client’s environment, using our standard connectors designed for the principal ERP (Enterprise Resource Planning)/accounting systems on the market.

Training

In addition to the application documentation and existing help screens, Ivalua and its partners offer onsite training or e-learning courses adapted to each type of user group.

Acquisition

The software is licensed and installed locally by the client. The client’s IT service takes charge of the administration of the application. They can subscribe to the application maintenance and user support services provided by Ivalua as they see fit.

SaaS

Ivalua’s SaaS offer includes the provision of the application, the maintenance and the hosting of the software on account of the customer. This comprehensive service is offered over a contractually determined period for a monthly fee.

On Demand

The On Demand offer allows the client to subscribe to the same service as in SaaS mode, but over a much shorter period, linked to a particular event: for example, an RFQ or an auction. Therefore, pricing is established on an event-by-event basis and on the frequency of tool usage in order to manage these events.

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