e-Procurement Solution for the Northern Ireland 1 Contract and Project Management Solution for the Northern Ireland

e-Procurement Solution for the Northern Ireland 2

3 Contract Workspace BuyersSuppliers Reporting Forum Project Mgt. Calendar Performance Mgt. Document Mgt. Version Control Contract Mgt.

e-Procurement Solution for the Northern Ireland 4 Document Manager Forum Contract Performance Project Management Issue Management Calendar Reporting  Upload electronic documents (e.g. Contract, Appendix, Amendments, etc)  e-Collaboration functionality  Document check in / check out  Document Control Version System built in  Data Organisation (e.g. folders, subfolders, etc.)  Automatic notifications and alerts  Access rights configuration on Services / Data / Groups of Data  Advanced Search  Contract Archiving

e-Procurement Solution for the Northern Ireland 5 Document Manager Forum Contract Performance Project Management Issue Management Calendar Reporting  Forum discussions per contract  Multithreaded forums  Message exchanges  File attachments on Forums  notifications  “Moderated” Vs. “Free Chat”  Forum Archival

e-Procurement Solution for the Northern Ireland 6 Document Manager Forum Contract Performance Project Management Issue Management Calendar Reporting  Meetings / Events and Milestones  Milestones definition  Electronic Invitations  Notifications / Alerts  Integration with external Calendar software (e.g. Ms. Outlook, Thunderbird, etc.)  File attachments on Meetings / Events (e.g. Meeting Agenda, Meeting Minutes, etc.)

e-Procurement Solution for the Northern Ireland 7 Document Manager Forum Contract Performance Project Management Issue Management Calendar Reporting  Contract Issues  Contract Monitoring  Transactional activity between the Contracting Authority and the Contractor  Track issues raised upon a Contract  Negotiate Contract Amendments  Track and Monitor the Contractor compliance to the Contract

e-Procurement Solution for the Northern Ireland 8 Document Manager Forum Contract Performance Project Management Issue Management Calendar Reporting  Break down projects into minor tasks  Assign resources to Contract Tasks  Define deadlines and Time Plan  Monitor Project Progress and view comments  View Resource Time-Track / Timesheets  Calculate cost and budget allocation  Forecast and manage delays and deliveries  Alerts

e-Procurement Solution for the Northern Ireland 9 Document Manager Forum Contract Performance Project Management Issue Management Calendar Reporting  Financial performance reports  Budget analysis reports  Deliverable reports  Payment reports  Contract Issues reports  Key Performance Indicators reports  Staff output reports  View aggregated Contract reports across Framework(s)  Reports on active and past Contracts

e-Procurement Solution for the Northern Ireland 10 Document Manager Forum Contract Performance Project Management Issue Management Calendar Reporting  Definition and monitoring of Contract Deliverables  Monitor Contractor Progress and Compliance to the Contract Terms and Conditions  Key Performance Indicators (KPI)  Monitoring of Service Level Agreements (SLAs)  Financial / Budget Information  Payment and Invoices  Alerts

e-Procurement Solution for the Northern Ireland 11 CPMS architecture for creation, administration and management of roles and privileges

e-Procurement Solution for the Northern Ireland 12 CPMS role design architecture  Easily adaptable to specific organisation procedures / workflow  Role management functionality allows fine grain configuration of user rights (e.g. system level, contract level, etc.)  Two role levels design architecture: ▪ Platform roles:  Role rights applied at system level  Role rights cannot be modified by users  No new roles can be added to this category by users ▪ Contract workspace roles:  Role rights applied at contract level  Standard templates created by default cannot be modified  New template roles can be created on the system  Template role engine support management of role rights

e-Procurement Solution for the Northern Ireland 13 CPMS default user roles

e-Procurement Solution for the Northern Ireland 14 Platformuser roles Platform user roles System roles Contract Workspace roles

e-Procurement Solution for the Northern Ireland 15 System user roles  Administrator ▪ Access to administration functionality only ▪ Create template roles ▪ Assign user to role  CM Manager ▪ Full access to all functionality (SuperUser) ▪ System administration (e.g. Create CW, Organisation management, etc.) ▪ Contract workspace management (e.g. amend contract details, manage KPIs, etc.)  Buyer ▪ Access to contract documents and issues 15

e-Procurement Solution for the Northern Ireland 16 Contract Workspace user roles  Contract Manager ▪ Document and Notification management ▪ Contract Performance management ▪ Collaboration tools (e.g. Calendar, Forum. etc.) ▪ Project and Financial Management  Auditor (Viewer) ▪ View access to:  Document manager and Contract Performance tools (e.g. KPI, etc.)  Collaboration tools (e.g. Calendar, Forum. etc.)  Project and Financial information  Contributor (Writer) ▪ Write access to:  Document manager  Contract Performance tools (e.g. KPI, etc.)  Collaboration tools (e.g. Calendar, Forum. etc.)  Project and Financial information 16

e-Procurement Solution for the Northern Ireland 17 Customisation of contract workspace roles by the Administrator

e-Procurement Solution for the Northern Ireland 18 Template role management 18  Template role engine supports the creation of customised template roles  Template role define the set of rights for the existing functionality  Supported functionality access rights: ▪ No access: No access to the particular functionality. ▪ View: Associated users are allowed to visualise the contents but no amendments can be made. ▪ Write: Associated users can view and amend the contents. ▪ Delete: This option gives associated users the Write rights above plus item deletion right. ▪ Assign: Associated users are allowed to specify different user rights for a particular item.  Template roles created by default are non-modifiable  Newly created template roles are associated to Contract Workspaces

e-Procurement Solution for the Northern Ireland 19 Contract Management Role 19  Contract Management Role is the Template Role associated with a particular Contract Workspace  Particular users or user groups can be associated to Contract Management Roles  Amendments on a Contract Management Role will modify the users associated with the Contract  Amendments on a Template Role will modify the rights of future associated users  When a new Contract Workspace is created, all Template Roles are associated automatically

e-Procurement Solution for the Northern Ireland 20 Main supported scenarios

e-Procurement Solution for the Northern Ireland 21 Scenario 1 : Contract Workspace configuration and creation

e-Procurement Solution for the Northern Ireland 22 Contract Workspace configuration & creation (1/2)  Administration tasks ▪ User account and role management  Contract Management ▪ Creation of contract workspace ▪ Configuration of contract parameters (Marketing Premia, associated users, name, etc.)  Document Management (contracts, project deliverables, etc.) ▪ Support for Upload and Download of Files ▪ Document Versioning to facilitate the tracking of document changes ▪ Automated notifications to associated users when changes are performed ▪ Metadata and keywords associations to facilitate document/folder retrieval

e-Procurement Solution for the Northern Ireland 23 Contract Workspace configuration & creation (2/2)  Project Financial Information functionality ▪ Manage Project budget and status ▪ Manage Person/Day costs ▪ Link Deliverables and associate costs ▪ Manage Credit Notes and Savings ▪ Include additional costs ▪ Define estimated contract value

e-Procurement Solution for the Northern Ireland 24 Scenario 2 : Project Management, Calendar and Forum

e-Procurement Solution for the Northern Ireland 25 Contract and Project monitoring – (1/2)  Project Management ▪ Insertion of particular project tasks and associated deadlines ▪ Creation of milestones (project task, deliverables, payment milestone) ▪ Personal time-tracking of all tasks through calendar functionality ▪ Monitoring of the Contract status and follow-up of all project tasks ▪ Automated Notifications when deadline for particular tasks has expired  Calendar ▪ Calendar including reminders and navigation functionality (meetings, events)  Forum ▪ Support for online standalone forums, or forum associated with selected events (deliverables, meetings, etc.)

e-Procurement Solution for the Northern Ireland 26 Scenario 3 : Issues, KPIs and Reporting

e-Procurement Solution for the Northern Ireland 27 Contract and Project monitoring – (2/2)  Issues Tracking ▪ Creation and monitoring of project related issues ▪ Online Issues tracking by suppliers and buyers (assigned, resolved, closed, etc.) ▪ Automatic notifications on insertion of new issues, support for Upload of Attachments to clarify particular issues  Performance Management ▪ Creation and Monitoring of project KPIs, Insertion of scores for each indicator introduced ▪ Automated Notifications when KPI runs under risk or when the service levels defined are not met  Reporting ▪ Automated creation and download of Contract Reports ▪ Automated creation and download of Supplier Reports

e-Procurement Solution for the Northern Ireland 28 Quick starting guide

e-Procurement Solution for the Northern Ireland 29 Navigational tips (1/3) 29

e-Procurement Solution for the Northern Ireland 30 Navigational tips (2/3) 30

e-Procurement Solution for the Northern Ireland 31 Navigational tips (3/3) 31

e-Procurement Solution for the Northern Ireland 32 End of Presentation 32