0. Supplier Contract Management
Randy Henry
Business Systems Analyst Lead
Information Technology Administrative Systems

1. Supplier Contract Management Agenda
Background
Supplier Contract Management
Benefits
Contract Life Cycle
Project Approach, Scope and Timelines
Pilot Groups
Pilot Impacts and Considerations
Preparations for Future Rollouts
Project Workgroup
Questions?

2. Background
There is no current Central Repository for University related contracts.
Many departments/schools negotiate, track and manage their own contracts.
Most areas do understand that the Office of General Counsel should be included in contract review and approval, and that there is an existing policy related to signature authority. However…
Contract Management was ranked as a top priority by the Finance Advisory Committee as part of the FY 16 prioritization process.

3. Supplier Contract Management
Central Repository
Import Existing and External Contracts (Multiple format types: PDF, Excel, Word)
Authoring of New Contracts (MS Word)
Document Library: Sections, Clauses and Document Configurators (Templates)
Document Versioning
Collaboration Workflows (Internal and External)
Automatic Contract Expiration Notifications
Digital Signatures
Integration with Procurement Transactions (Requisitions, Purchase Orders)

4. Benefits Central Repository
Designated users will have the ability to create contracts using pre-approved, Northwestern-specific templates available in a document library.
Contracts can be submitted for collaboration with other stakeholders within a department or school.
Key units such as Office of the General Counsel, Procurement and Payment Services, Risk Management, Northwestern IT, and Treasury Operations will be automatically included in the review process when appropriate.
Seamless integration with NUFinancials means that most users will be working with an already familiar system.

6. Project Approach, Scope and Timelines
Phased Approach
Phase I (FY 16)
Determine business model and process for importing and authoring of new contracts for Northwestern - May 2016
Define and build Contract Templates and Contract Terms and Clause Library – June/July 2016
Go-Live for Pilot Groups – August 2016
Phase II
Onboard/Rollout to other Units and Schools based on readiness – Over the next two years

7. Pilot Groups Procurement and Payment Services
Office of General Counsel
CORE Facilities – NUANCE
Alumni Relations & Development
WCAS – Marketing and Events

8. Pilot Impacts and Considerations
Individuals with signature authority who are not in the pilot groups will be impacted during the pilot period, as contracts entered into the system by one of the pilot groups could route to them for review and/or signature.

9. Preparations for Future Rollouts
Determine if executive level users want the new system roles to facilitate review and signature, or if there are administrative proxies within their areas they would prefer have these system roles in order to forward contracts to them for review and signature.
Map out and understand what your current business processes are for preparing, reviewing and signing contracts
Identify those administrators in your unit today that are reasonable for administering the contract process, and those people that participate in the overall collaboration process
Review the Supplier Contract Roles and Responsibilities document to determine the staff in your area that will need some of the new system roles in order to use the new module
Identify any contract types that are unique or specific to your unit

10. Workgroup Contact Information
Randy Henry - Information Technology
Jim Konrad – Procurement and Payment Services
Susan Elizabeth Wuorinen – Office of the General Counsel
Keith Paddy - Procurement and Payment Services
Alexa Starr – Kellogg School of Management
Nancy Pinchar – Accounting Services
Farhan Hasan – Information Technology
Aaron Rosen – Office for Research, Core Facilities
Ayush Singh – Information Technology
Kristin Lewis – Alumni Relations & Development
Mark Kennedy – Alumni Relations & Development
Vicky Huettner – Information Technology
Rob Wikstrom- Facilities Management
George Badillo - Facilities Management
Dave Takehara - Financial Operations IT
Anne Martin – Office for Research Planning
Marsha McClellan – Feinberg School of Medicine
Ben Polancich – Judd A. and Marjorie Weinberg College of Arts and Sciences

11. Q&A