ASPROM. Contract management

Module "ASPROM. Contract management" (is a part of ASPROM.ECM) it is intended for the organization of uniform archive of contractual documents and also process automation of their preparation and approval.

Functionality

• use of standard templates for creation of contractual documents
• the organization of the centralized registration and storage of contractual documents
• differentiation of access rights to contractual documents
• process automation of approval of contractual documents
• control of terms of approval and execution of contractual documents

Components

• "ASPROM. Management of workflows": process automation of consideration, approval and approval of documentation and also process of issue of instructions and control of their execution.

• "ASPROM. Document templates": creation of documents on the basis of the templates put in a system and also automatic filling of the documents created on the basis of a template, values of attributes of cards of elements.

• "ASPROM. Organization structure": structured storage of data on divisions and staff of the organization.

• "ASPROM. Substitution of users": the organization of work of the substituting user with tasks substituted on an absence period.

• "ASPROM. Communications": automatic or manual binding of elements of a System which are logically connected among themselves.

• "ASPROM. Electronic signature": signing of electronic documents the qualified electronic signature.

Maintaining uniform electronic archive of contractual documents

All contractual documents are stored in electronic form in separate library "Register of Agreements" for which the special representation allowing to perform conveniently search, filtering, sorting and grouping in any attributes of cards of contractual documents is configured. The list of the displayed columns prednastroyen, but is editable the user.

Representation of Register of Agreements library

This representation allows to see both the agreement, and all related supplementary agreements and also allows to organize tabs with the preconfigured filters (for example, on categories or on an agreement type).

Everyone contractual the document has the card with a certain set of attributes. In a card primary information on the agreement is specified: number, category, start and end dates of action, amount, etc. A set of attributes on a card can dynamically change depending on different parameters.

The possibility of creation of contractual documents on the basis of templates is implemented using a component "by ASPROM. Document templates". The branch-off group of users has the rights to adding of the new templates of contractual documents approved by the management in a system. In the used templates all text of the document except for variable data which are automatically substituted from a document card can be closed for editing (for example, the partner, the amount, etc.).

To the agreement additional agreements, applications and other accompanying documents can be created. All these documents are also stored in Register of Agreements library. Documents of a set are created from a card of the leading agreement and are available to viewing in its card on the Set of Documents tab.

Set of Documents tab

Control of execution and payment

If at the organization there is a need to control according to the contractual document receipt of performing or finance documents (acts, accounts, etc.), for this purpose in the module "ASPROM. Contract management" an opportunity to plan and monitor timely receipt of such documents and if necessary payment according to them is given.

For any contractual document at the "Control of Execution and Payment" tab there is an opportunity to specify what documents are expected, their planned date payment receipts. In the specified planned date check is made whether the document arrived (whether payment is made). If the document did not arrive (is not paid), responsible for the agreement is automatically notified on it.

If necessary mechanisms of synchronization with the accounting systems in which payment of accounts is traced can be in addition developed

Process automation of approval of contractual documents

For each organization it is possible to configure the sequence of approval of contractual documents. In basic delivery of the module "ASPROM. Contract management" is available an opportunity to configure approving for contractual documents by agreement categories.

On a card of the setup list "Agreement categories" are specified approving, approving and type of routing (the choice from options "Consecutive", "Parallel"). Integration with an organization structure is supported, i.e. purpose of approving is made by the choice from the reference book by employees.

Scheme of approval of the agreement

After workflow start, on an agreement category approving are calculated. For them, according to the set routing type, tasks on approval form. After all tasks were carried out by approving if at least one of approving carried out a task with result "On completion", the initiator of process of approval receives a task on completion of the agreement. After it executes all necessary changes, the agreement will go for repeated approval. If the initiator carries out a task with result "Stop approval", process of approval stops.

If all approving carried out tasks "Is approved" with result, according to an agreement category approving is defined. For it the task on a statement forms. If it carries out a task with result "On completion", the initiator receives a task on completion of the agreement.

If approving carries out a task with result "Is approved", the agreement becomes approved and process of approval comes to the end.

Analytics on a contracted work

In the module "ASPROM. Contract management" analytical reports on contract activities are provided in different cuts: the report on the number of the signed agreements, the report on delays in approval and. t.d

During process of approval of the agreement there is an opportunity to construct the report "The sheet of approval" in which information on all employees approving the agreement, results of approval and their comments is output

Depending on additional requirements any other analytical reports can be developed. Development of reports is made using SQL Server Reporting Services. The report can be exported on a workplace of the user as the document Excel, PDF and so forth.