NAEP District II Annual Conference Katie Get More Out of your contract management system

Introductions Katie weaver director, JMU procurement services Caroline Dickens Reporting Manager, JMU procurement services Katie - Introductions

Agenda – What We Hope to Learn Gain ideas from us or other attendees for Contract Administration and other ways to make use of your current system Brief information about JMU and JMU Procurement Introduction of Contract Insight Items Added Reporting Open Discussion / Sharing Katie – Quickly Review agenda, but focus on the learning from each other piece.

About James Madison University Established in the Shenandoah Valley, Harrisonburg, Virginia in 1908 22,686 undergraduate and graduate students 4,000 faculty and staff 133 degree programs offered Total operating budget approx. $550M 785 Acres / Approx. 138 Buildings Katie

About JMU Procurement 21 Staff Members (19 FT and 2 PT) 3 Commodity Buying Teams & 1 Administration/Technology Team eVA System utilized for Solicitations / Awards / Purchase Orders Cobblestone – Contract Insight; Contract Management System Delegation to departments up to $4,999.99 University processed approx. 27,000 purchase orders in FY18 Manage 336 active JMU Term Contracts + others… Katie – Discuss team breakdown (commodities and 2 CA positions), talk about in the presentation we go further into the other types of contracts we manage.

Our process has evolved and improved over time You may have better ideas; let’s take this opportunity to learn from each other! Katie

CobbleStone – Contract Insight Katie The Beginning

CobbleStone Requisition / Request Manager E-Procurement, Request Wizard Contract & Item Orders Vendor Onboarding Workflows & Approvals Document Management Spend Control E-Procurement, E-Sourcing Management Bids / RFx Management Workflows & Approvals Online Vendor Bidding Rate & Score Responses Award Management Vendor Management Contract Lifecycle Management Draft & Manage Contracts Centralized Repository Automate Alerts & Reminders Workflow & Approvals eSign & Negotiate Online Contract Compliance Purchase Order Management Generate POs Track Items Ordered & Received Spend Control Workflow & Approvals Inventory Management Supplier Catalogs Online Collaboration Portal Vendor / Client Collaboration Vendor Onboarding Share Forms & Certificates Bids & Opportunities Online Advertise Bids Electronic Signing Katie

Contract Management – In the Beginning Prior to 2011 we exclusively used an Excel Spreadsheet to track our term contract information Implementation allowed us to: Track Term Contracts Upload Contract Documents and House Electronically Issue Notifications of Important Dates (Renewals/Expirations) Provide a Public Gateway for Contract Documents Report in Numerous Ways Katie - How many of you have Contract Management Systems in place now? Are any of you using Cobblestone? What other systems?

Term Contracts Caroline – Let me show you what a term contract record looks like. When we initially set up Contract Insight we had the ability to choose what fields we wanted displayed. What’s nice is that we’re able to customize the fields based on Contract Type. We have the ability to run templates off contract records.

Benefits of Contract Insight Alerts Templates (Renewal letter, etc.) Public Gateway Customization Features Fields Contract Types Track and report better Caroline – Some of the benefits that we realized right away after loading our term contracts into Contract Insight are the system generated alerts and the templates we have. We have alerts automatically generate based off things like the contract expiration date. This allows an email to go out to the people who need to like the buyer and contract administrator at certain times – for instance we have 120 day and 30 day alerts set up for the end of contracts. Templates have been another big benefit.

The Public Gateway Caroline - Transparency! Vendors, Departments and Other Agencies can view the contract documents. This has helped us big time fulfilling FOIA requests and educate department users across campus on available contracts. It’s also great to be able to share our contracts with other agencies. *Only JMU Cooperative Contracts are reflected here.

What came next Katie Improving our Processes

Revenue Tracking Caroline – One of the first changes I had the chance to do was adding fields for Revenue generating. After something had come up in audit about revenue generating terms, we decided that there needed to be a way to track contracts that had terms in place that brought money back to the University. We added a field that could be marked Yes/No and Added a comments box to be able to put the details of how much money and when the money would be due in. We’re now able to build reports off those fields so we can have a revenue generating report for ourselves to track and for auditors if requested.

Copier leases Caroline – The next change I completed in Contract insight was that I added a whole new contract type. Our department has been tracking copier leases across campus for some time and helping notify departments when they have a lease coming up for expiration. Cobblestone helped us build the type and then upload all the existing records we had in bulk. We’ve then been able to run reports and notify departments more easily. Talk about some other things that are potential – Land/Building Leases, Employment Contracts

Trackable Vendor Agreements Katie - What is a TVA to us and why did we realize we needed to track?

Non-JMU Cooperative Contracts Katie - What is non-JMU cooperative and why did we realize we needed to track?

Non-JMU Cooperative Contracts KatieWhat is non-cooperative to us and why did we realize we needed to track? Supplemental agreements.

Standard Operating Procedures Katie - What is a TVA to us and why did we realize we needed to track? Supplemental agreements.

Departmental Contract Administrator Training Katie - What is a TVA to us and why did we realize we needed to track? Supplemental agreements.

Reporting Creating, copying, exporting, and more

Using Your data Flexibility Copy Reports Schedule Reports Pin Report Results To Your Dashboard Our Reporting Examples Reports by Contract Type 120 Day Report (Renewals/Expirations) 60 Day Copier Lease Expiration Standard Operating Procedure (Desktop) by Last Updated Commodity Type (ie. IT) Caroline – Reporting has been a great feature of the system as well. We’re able to create reports, copy reports, schedule reports, pin them to people’s homepage so they can easily access them when they login. We run reports based on contract type, by renewal and expiration, by buyer, commodity type, and the list goes on. Because the system is so configurable, it’s easy to put a report together based on someone’s immediate needs.

Reporting Caroline – A great benefit also is that there is an Export Function, Within report results can sort/filter as needed.

Open Discussion/ Sharing Caroline –We would also really like to hear about things that you all may be doing with your systems that could benefit others. What are your Contract Management tips

Conversation Questions What types of things do you track in your contract management system? Is anyone using your system across different departments outside of Procurement (ie. employment contracts)? Do you have any Contract Management Best Practices? Do you use your Contract Management System to help with Vendor Relationship Management?

Questions So now we want to know what questions you have. Ask away!