e-Procurement Solution for the Northern Ireland Contract and

e-Procurement Solution for the Northern Ireland Contract and Project Management Solution for the Northern Ireland 1

e-Procurement Solution for the Northern Ireland 2

e-Procurement Solution for the Northern Ireland Contract Workspace Contract Mgt. Document Mgt. Version Control Calendar Buyers Forum Suppliers Project Mgt. Performance Mgt. Reporting 3

e-Procurement Solution for the Northern Ireland Document Manager Forum Calendar Issue Management Project Management Contract Performance Reporting w Upload electronic documents (e. g. Contract, Appendix, Amendments, etc) w e-Collaboration functionality w Document check in / check out w Document Control Version System built in w Data Organisation (e. g. folders, subfolders, etc. ) w Automatic email notifications and alerts w Access rights configuration on Services / Data / Groups of Data w Advanced Search w Contract Archiving 4

e-Procurement Solution for the Northern Ireland Document Manager Forum Calendar Issue Management w w w w Forum discussions per contract Multithreaded forums Message exchanges File attachments on Forums Email notifications “Moderated” Vs. “Free Chat” Forum Archival Project Management Contract Performance Reporting 5

e-Procurement Solution for the Northern Ireland Document Manager Forum Calendar Issue Management w w w Meetings / Events and Milestones definition Electronic Invitations Email Notifications / Alerts Integration with external Calendar software (e. g. Ms. Outlook, Thunderbird, etc. ) w File attachments on Meetings / Events (e. g. Meeting Agenda, Meeting Minutes, etc. ) Project Management Contract Performance Reporting 6

e-Procurement Solution for the Northern Ireland Document Manager Forum Calendar Issue Management w Contract Issues w Contract Monitoring w Transactional activity between the Contracting Authority and the Contractor w Track issues raised upon a Contract w Negotiate Contract Amendments w Track and Monitor the Contractor compliance to the Contract Project Management Contract Performance Reporting 7

e-Procurement Solution for the Northern Ireland Document Manager Forum Calendar Issue Management Project Management w w w w Break down projects into minor tasks Assign resources to Contract Tasks Define deadlines and Time Plan Monitor Project Progress and view comments View Resource Time-Track / Timesheets Calculate cost and budget allocation Forecast and manage delays and deliveries Alerts Contract Performance Reporting 8

e-Procurement Solution for the Northern Ireland Document Manager Forum Calendar Issue Management Project Management Contract Performance w w w w Financial performance reports Budget analysis reports Deliverable reports Payment reports Contract Issues reports Key Performance Indicators reports Staff output reports View aggregated Contract reports across Framework(s) w Reports on active and past Contracts Reporting 9

e-Procurement Solution for the Northern Ireland Document Manager Forum Calendar Issue Management Project Management w Definition and monitoring of Contract Deliverables w Monitor Contractor Progress and Compliance to the Contract Terms and Conditions w Key Performance Indicators (KPI) w Monitoring of Service Level Agreements (SLAs) w Financial / Budget Information w Payment and Invoices w Alerts Contract Performance Reporting 10

e-Procurement Solution for the Northern Ireland CPMS architecture for creation, administration and management of roles and privileges 11

e-Procurement Solution for the Northern Ireland CPMS role design architecture w Easily adaptable to specific organisation procedures / workflow w Role management functionality allows fine grain configuration of user rights (e. g. system level, contract level, etc. ) w Two role levels design architecture: ▪ Platform roles: Role rights applied at system level Role rights cannot be modified by users No new roles can be added to this category by users ▪ Contract workspace roles: Role rights applied at contract level Standard templates created by default cannot be modified New template roles can be created on the system Template role engine support management of role rights 12

e-Procurement Solution for the Northern Ireland CPMS default user roles 13

e-Procurement Solution for the Northern Ireland Platform user roles System roles Contract Workspace roles 14

e-Procurement Solution for the Northern Ireland System user roles w Administrator ▪ Access to administration functionality only ▪ Create template roles ▪ Assign user to role w CM Manager ▪ Full access to all functionality (Super. User) ▪ System administration (e. g. Create CW, Organisation management, etc. ) ▪ Contract workspace management (e. g. amend contract details, manage KPIs, etc. ) w Buyer ▪ Access to contract documents and issues 15

e-Procurement Solution for the Northern Ireland Contract Workspace user roles w w Contract Manager ▪ Document and Notification management ▪ Contract Performance management ▪ Collaboration tools (e. g. Calendar, Forum. etc. ) ▪ Project and Financial Management Auditor (Viewer) ▪ View access to: w Document manager and Contract Performance tools (e. g. KPI, etc. ) Collaboration tools (e. g. Calendar, Forum. etc. ) Project and Financial information Contributor (Writer) ▪ Write access to: Document manager Contract Performance tools (e. g. KPI, etc. ) Collaboration tools (e. g. Calendar, Forum. etc. ) Project and Financial information 16

e-Procurement Solution for the Northern Ireland Customisation of contract workspace roles by the Administrator 17

e-Procurement Solution for the Northern Ireland Template role management w Template role engine supports the creation of customised template roles w Template role define the set of rights for the existing functionality w Supported functionality access rights: ▪ ▪ ▪ No access: No access to the particular functionality. View: Associated users are allowed to visualise the contents but no amendments can be made. Write: Associated users can view and amend the contents. Delete: This option gives associated users the Write rights above plus item deletion right. Assign: Associated users are allowed to specify different user rights for a particular item. w Template roles created by default are non-modifiable w Newly created template roles are associated to Contract Workspaces 18

e-Procurement Solution for the Northern Ireland Contract Management Role w Contract Management Role is the Template Role associated with a particular Contract Workspace w Particular users or user groups can be associated to Contract Management Roles w Amendments on a Contract Management Role will modify the users associated with the Contract w Amendments on a Template Role will modify the rights of future associated users w When a new Contract Workspace is created, all Template Roles are associated automatically 19

e-Procurement Solution for the Northern Ireland Main supported scenarios 20

e-Procurement Solution for the Northern Ireland Scenario 1 : Contract Workspace configuration and creation 21

e-Procurement Solution for the Northern Ireland Contract Workspace configuration & creation (1/2) w Administration tasks ▪ User account and role management w Contract Management ▪ ▪ Creation of contract workspace Configuration of contract parameters (Marketing Premia, associated users, name, etc. ) w Document Management (contracts, project deliverables, etc. ) ▪ ▪ ▪ Support for Upload and Download of Files Document Versioning to facilitate the tracking of document changes Automated notifications to associated users when changes are performed ▪ Metadata and keywords associations to facilitate document/folder retrieval 22

e-Procurement Solution for the Northern Ireland Contract Workspace configuration & creation (2/2) w Project Financial Information functionality ▪ ▪ ▪ Manage Project budget and status Manage Person/Day costs Link Deliverables and associate costs Manage Credit Notes and Savings Include additional costs Define estimated contract value 23

e-Procurement Solution for the Northern Ireland Scenario 2 : Project Management, Calendar and Forum 24

e-Procurement Solution for the Northern Ireland Contract and Project monitoring – (1/2) w Project Management ▪ ▪ ▪ Insertion of particular project tasks and associated deadlines Creation of milestones (project task, deliverables, payment milestone) Personal time-tracking of all tasks through calendar functionality Monitoring of the Contract status and follow-up of all project tasks Automated Notifications when deadline for particular tasks has expired w Calendar ▪ Calendar including reminders and navigation functionality (meetings, events) w Forum ▪ Support for online standalone forums, or forum associated with selected events (deliverables, meetings, etc. ) 25

e-Procurement Solution for the Northern Ireland Scenario 3 : Issues, KPIs and Reporting 26

e-Procurement Solution for the Northern Ireland Contract and Project monitoring – (2/2) w Issues Tracking ▪ ▪ ▪ Creation and monitoring of project related issues Online Issues tracking by suppliers and buyers (assigned, resolved, closed, etc. ) Automatic notifications on insertion of new issues, support for Upload of Attachments to clarify particular issues w Performance Management ▪ ▪ Creation and Monitoring of project KPIs, Insertion of scores for each indicator introduced Automated Notifications when KPI runs under risk or when the service levels defined are not met w Reporting ▪ ▪ Automated creation and download of Contract Reports Automated creation and download of Supplier Reports 27

e-Procurement Solution for the Northern Ireland Quick starting guide 28

e-Procurement Solution for the Northern Ireland Navigational tips (1/3) 29

e-Procurement Solution for the Northern Ireland Navigational tips (2/3) 30

e-Procurement Solution for the Northern Ireland Navigational tips (3/3) 31

e-Procurement Solution for the Northern Ireland End of Presentation 32