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

Many companies encounter a number of problems in 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 un-usable by Procurement. Contracts are sometimes obsolete and therefore rarely save what was predicted.

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 place. It offers functionalities for the management of the life cycle of a contract, from the creation and collaborative authoring to the creation of amendments.

Because contracts are a keystone in spend management, they touch 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
Quick access to the major negotiated conditions
Maintain a library of sample contracts and clauses
Generate contracts in Word/PDF based on pre-existing templates
Create different contract validation systems based on the type, activity segment and resource allocation of the contract
Generate requisitions and invoice schedules directly from content

Distribution and consultation of the repository

Multi-criteria search engine
Contract description file
Management of the scope of the contract (category, organization)
List 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 saved on accessing a contract in a single database and a common structure
Rapidity of creation of multi-party contracts with electronic validation workflow and a library of available templates
Better distribution of contracts within the organization promoting greater adherence to active contracts and the realization of expected savings
Compliance visibility into the purchases that are actually covered by a master agreement
Better foresight of contract expirations with an alert system tied to key dates

Contract clauses: add, edit and collaborate with suppliers
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 Ivalua Buyer. We work hand in hand with our clients to ensure rapid and sustainable adoption by internal users and suppliers.

Design and configuration

Working with customer requirements, Ivalua’s functional experts operate in close collaboration with the client to configure the specific modules, approval workflows, alert systems, data import/processing/export procedures, as well as the interface with other tools and the indicators and reports parameters.

Data migration

Right from the start of production, it’s important to migrate historical data to Ivalua Buyer to maximize the analytical potential of the system. Ivalua’s powerful ETL tool (extract, transform, load), expedites migration to mass transfer historical data from existing sources (Excel, ERP, etc.).

Integration

With over a dozen different ERP/accounting systems already integrated, our pre-configured connectors provide multiple points of integration for all major ERP/accounting systems in the market with the availability of customization to fit any client’s specific requirements.

Training

In addition to the application documentation and existing help screens, Ivalua and its partners offer on-site training and 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 model includes the deployment, maintenance and the hosting of the software within a customer account through our hosting partner. This comprehensive service is offered over a contractually determined period for a monthly fee.

On Demand

On Demand deployments allow the client to subscribe to the same service as in SaaS, but over a much shorter time period and linked to a particular event: for example; RFQs, RFIs, or auctions. Therefore, pricing is established on an event-by-event basis and frequency of tool usage in order to manage these events.

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