electronic contract file index integrating information management systems and automating...
TRANSCRIPT
Electronic Contract File Index•Integrating information management systems and automating collaborative environments for record capture during the contract life-cycle
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National Laboratories Information Technology Conference 2009
Courtenay TurnerErin Brown
Pacific Northwest National Laboratory
Overview
Integrating business systemsAutomating contract file creationElectronic record captureBenefits and future enhancements
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Areas of Opportunity
Current processPaper files
Minimal collaboration
Disconnected information systems
Emails and attachments
Multiple file versions and duplication
No central collaborative space or standardization
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Electronic Solution
Central standardized collaborative environment for enhancing the contract life-cycleWeb-based Application
SharePoint platform
.NET customization
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Application Architecture
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Electronic Contract File Index
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Reference Library Repository
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Insurance Certificate Repository
Preliminary Hazard Assessment Repository
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Supplier Search
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Contract File Requirements
Allow collaboration in team workspacesInformation systems integration
Data synchronization
Automate contract file creation Standardized collaborative workspaces Role based permissionsContract file index guideSupport final record storage
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Automated Contract File Creation
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Contract File Staging Area
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Contract File Index Guide
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Final Contract File Area
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Benefits Achieved
CollaborationNo physical storageCentral repository for all contract filesStandardized collaborative workspacesIntegration with other business information systemsFile backupAutomated role based permissionsAccessibility and availability
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Future Enhancements
Facilitate Electronic Record Storage with integration with HP TRIM softwareExpanding collaboration outside the businessContract file index guide and final document library relationshipAdvanced search capabilities
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Questions
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Courtenay TurnerErin Brown
Pacific Northwest National Laboratory | http://www.pnl.gov