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

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

3. 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.

4. 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

5. 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.

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

7. CobbleStone – Contract Insight
Katie
The Beginning

8. 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

9. 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?

10. 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.

11. 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 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.

12. 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.

13. What came next
Katie
Improving our Processes

14. 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.

15. 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

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

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

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

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

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

21. Reporting
Creating, copying, exporting, and more

22. 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.

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

24. 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

25. 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?

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