1. Ending Contract Chaos Through Workflows and Approvals
North Carolina A&T State University
Anthony Grice, Director of Systems Development
Martinique “Nikki” Williams, Director of Procurement Services
Fayetteville Fort Bragg

2. Agenda Purpose of the Project Major Challenges and Project Goals
Our Implementation - Demo
What’s Next
Questions

3. Major Challenges and Project Goals
Paper laden
No formal tracking mechanism
Time or more days
99% -2nd party not fully executed documents
No centralized repository
Reduce/Eliminate Paper
Full tracking mechanism
Time – 5 days or less
100% - 2nd party fully executed documents
Centralized repository

4. *Current Contract Review and Execution Process
Vendor sends paper document to university department
End-user sends document to Purchasing ( via eProcurement or other)
Purchasing logs, reviews, modifies, scans, forwards paper document to Legal Office / 2nd party
Legal Office scans, reviews, redlines paper document/negotiates with 2nd party
Legal submits document to Office of VC of B&F for execution
If not modified/modifications accepted
If modified
Purchasing logs, rescans reattach, returns document
Contract issued to 2nd party (via eProcurement or other)
*Workflow based on 2nd party contract

5. *Proposed Total Contract Manager Process
Vendor sends electronic document to university department
End-user submits the document and a request to management (dept. head/director/dean/vice chancellor via TCM
Management reviews, approves/rejects request
Purchasing creates contract, redlines, negotiates with 2nd party
If approved
Contract sent via DocuSign for electronic signature – university & 2nd party
If not approved
Fully executed contract sent back to TCM
*Workflow based on 2nd party contract

6. Demonstration

7. What’s Next Approval of revised university contract policy
Demonstrations
Training – campus wide
Go Live – May 2016

8. Questions