. Integrity  Innovative  Collaborative  Professional  Responsive  Respectful  Ethical  Transparent  Customer first!  Effective & efficient Building on our legacy, illuminating innovation, succeeding beyond borders. est County of El Paso Contract Management

. Integrity  Innovative  Collaborative  Professional  Responsive  Respectful  Ethical  Transparent  Customer first!  Effective & efficient Building on our legacy, illuminating innovation, succeeding beyond borders. est Rough Timeline To-Date  RFP- ultimately not awarded, authorized phone bids  Workflow analysis, getting familiar with County, trial/demo several systems, etc.  License contract approved on 12/19/2011  Initial customization for several months  Talking with individual departments, collecting contract data, early demos to get feedback  Trial use by County Attorney’s Office (~3 months)  More customization, installed on County servers, basic levels of training and Basic User Guide finished

. Integrity  Innovative  Collaborative  Professional  Responsive  Respectful  Ethical  Transparent  Customer first!  Effective & efficient Building on our legacy, illuminating innovation, succeeding beyond borders. est Contract Data  Everything contained in:  County Attorney  County Auditor  County Clerk  A number of awarded bids from departments  Live vs. Heritage contracts  e.g. Evergreen (no expiration date) contracts  Actual contract documents  and earlier – County Clerk  Post – County Attorney

. Integrity  Innovative  Collaborative  Professional  Responsive  Respectful  Ethical  Transparent  Customer first!  Effective & efficient Building on our legacy, illuminating innovation, succeeding beyond borders. est Key Functionality  Central repository of information accessible by all  Online, real-time status of all contracts  All relationships between bids, contracts, and amendments tracked and linked to one another  Automatic date-driven alerts  Initial, recurring, escalating, etc.  Excellent reporting and oversight capabilities  Commissioners Court Contract Approval Form  Highly customizable by local administrator

. Integrity  Innovative  Collaborative  Professional  Responsive  Respectful  Ethical  Transparent  Customer first!  Effective & efficient Building on our legacy, illuminating innovation, succeeding beyond borders. est Contract Admin Mgr Role  Maintain data integrity  Ensure basic contract terms and initial alerts are accurate before they are brought before Court  Customize the system based on evolving needs  Unique start-up pages, dock reports, etc.  Lots of employee training  Conduct follow-up on incomplete tasks  e.g. contract expiration alerts not heeded  Provide regular Court updates regarding compliance  Respond to requests for customized reports  Identify opportunities for efficiencies, etc.

. Integrity  Innovative  Collaborative  Professional  Responsive  Respectful  Ethical  Transparent  Customer first!  Effective & efficient Building on our legacy, illuminating innovation, succeeding beyond borders. est Near Future  Ensure all FY12 contract information is up-to-date  Compare contract data against F12 agendas  Update ~180 other live contract records  Develop all regular reports (County Attorney, Commissioners Court, etc.)  Finalize Super/Admin user manuals  Establish automatic workflow alerts, groups  Training, training, more training  Update County Contract Administration Policies and Procedures Guide with specifics (e.g. Approval Form)

. Integrity  Innovative  Collaborative  Professional  Responsive  Respectful  Ethical  Transparent  Customer first!  Effective & efficient Building on our legacy, illuminating innovation, succeeding beyond borders. est Far Future  Purchasing workflow  Procurement module  Use the system to create, track, manage Bid/RFP/RFQ records – tie them to other contracts  Grant management  Annual vendor reviews/good standing checks  Electronic signatures  Link Purchase Order information to exact contracts  Retain Ordinances, other non-Contract types, etc.

. Integrity  Innovative  Collaborative  Professional  Responsive  Respectful  Ethical  Transparent  Customer first!  Effective & efficient Building on our legacy, illuminating innovation, succeeding beyond borders. est What’s Next for Employees  Log into the system  See if you’re happy with your start-up screen  Review your contract data for accuracy, especially anything not “Imported Heritage Record”  Make sure your “Department Contact” person is the one you want to receive alerts  Look over the Basic User Guide  Posted on the County Auditor intranet site  Get familiar with running the Contract Approval Form  Request additional training from Ed Hyatt

. Integrity  Innovative  Collaborative  Professional  Responsive  Respectful  Ethical  Transparent  Customer first!  Effective & efficient Building on our legacy, illuminating innovation, succeeding beyond borders. est Samples  Refer to the online back-up  Reports  “Contracts expiring May-July 2012”  General Procedures  “Contract Lifecycle and Role Players”  Specific Procedures  “Matrix for Handling Contracts in CobbleStone”

. Integrity  Innovative  Collaborative  Professional  Responsive  Respectful  Ethical  Transparent  Customer first!  Effective & efficient Building on our legacy, illuminating innovation, succeeding beyond borders. est Feedback/Discussion