Building on our legacy illuminating innovation succeeding beyond

Building on our legacy, illuminating. innovation, succeeding beyond borders. est. 1850 County of El Paso Contract Management http: //contractinsight Integrity Innovative Collaborative Professional Responsive Respectful Ethical Transparent Customer first! Effective & efficient

Building on our legacy, illuminating. innovation, succeeding beyond borders. est. 1850 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. 1850 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 § 2011 -0453 and earlier – County Clerk § Post 2011 -0453 – County Attorney Integrity Innovative Collaborative Professional Responsive Respectful Ethical Transparent Customer first! Effective & efficient

Building on our legacy, illuminating. innovation, succeeding beyond borders. est. 1850 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. 1850 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. 1850 Near Future § Ensure all FY 12 contract information is up-to-date § Compare contract data against F 12 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. 1850 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. 1850 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 email 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. 1850 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 Cobble. Stone” Integrity Innovative Collaborative Professional Responsive Respectful Ethical Transparent Customer first! Effective & efficient

Building on our legacy, illuminating. innovation, succeeding beyond borders. est. 1850 Feedback/Discussion Integrity Innovative Collaborative Professional Responsive Respectful Ethical Transparent Customer first! Effective & efficient