Automate sales contract for entertainment

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so just a little bit about RPI consultants before we get started as you can see we're really fun groups we ran in for alliance partner we specialize in cloud suite we've been around since 1999 we have many new consultants and we're ever-growing we're founded in Baltimore but we've got a few headquarters now one in Kansas City we've got another one in Tampa so we're crossing the globe and conquering now I'm just kidding but we're a nationwide practice and we've got lots of lausanne experts that are here for you and here to help you in anything you need Lawson so today's agenda is we're really focusing on our favorite features and functionality of contract management so we're going to talk about specials on a contract what that looks like creating items from special items through contract management talking through some different options for reporting contract management information and then ending talking through contract approvals so one of the great things about contract management and something that you don't get if you don't have it it's the fact that you can actually put x-type items on your pio 25 agreements and what's great about that is that you can have requesters that are searching around your system for an item that they can't find and they don't necessarily know too much about it they don't have the pricing for it but you've got it in contract management you've got that information already so something great is that you can put your specials on your P o 25 and allow those users to actually find it in a requisition center and at with that they're getting the right price for the right item and they're getting it straight from a vendor that you already have set up the pricing for you've got negotiated things set up and what's great is that it's actually going to bring back the information for them it's going to look just like all the other items you have so it's cohesive and requisitions Center for them and you don't necessarily have to actually turn it into an item master record you can keep it as especially you don't have to have that maintenance which is that only a benefit but if you want to we'll explain a little bit later how to turn it into a night in a master record but you've got that option and that gives a lot of control to those buyers that are having these requisitions come through you don't have to choose that item but at least you give that ability for something that you already have you're using what you've got yeah exactly so common business problem right you have this 20,000 line contract with multiple different sizes of screws and yes you have one approved section of that contract but there's always some one offs right and you never know if you're gonna need to purchase them but when you do you want to make sure that your requesters have the right information and in that it's being entered consistently so this functionality really allows for that and I think it's something that's definitely worth exploring so what that looks like going back to the contract management best practices webinar which is out there on YouTube if you haven't watched it yet it all ties back to the contract type of whether or not you're number one allowing specials on a contract and whether or not you're allowing those special items to carry over into pio 25 so that's really the first step you know there there is some deeper level of control you know if you had that 20,000 line contract and maybe you still want to account for 5,000 of them but you don't want them to go over into pio 25 you can do that at the line level and then here's just what the contract details would look like if you actually kind of see that that's pretty small but on the far right hand side you'll you'll see there that it's it's creating that agreement line and here's what it looks like in requisition center so you've got the item numbers they have the links you can dive down a little bit more into that item information but it actually says agreement special item right there so you can identify that it is a special item on a contract but you have that ability and it looks just like how they're used to searching in requisition Center and then lastly here you know even if you have a really strict policy behind you know every item that's you know maybe on the Shelf needs a have item master item or you know you have a interface to your clinical system and again every every item that's being sent to them needs to have item master I still think that this process is very valuable you still have control whether or not you're actually ordering that item that's a special right because it's going to go into this queue for you just like any other requisition it goes into Pio 23 right so by utilizing Pio 100 you can have a little bit more control around that you know if you are a user of Pio 100 you know things can be a little bit frustrating there's not a accompany group so you have to have these set up by each company and you may have multiple steps I mean I've been at places where there's 50 steps so you'd have to add this into your process but basically you could choose to either you know create this filter so it's it's creating unreleased POS and then those are viewed and and the buyers making the decision whether or not yes I'm going to release this as a special or no I'm actually going to cancel this I'm going to go through the process to create a master and then order it so there's still some level of control there and it's still getting the requester the right information consistently before it even gets to purchasing and again it may already be something that you have on contract and available so definitely worth exploring so on the other hand if you would like to proceed and turn these special items into item master records you can and that's definitely beneficial because part of best practice is you've got your requesters and train these special items and they don't necessarily order them often but enough that they're repeating the same information over and over again so say they're ordering it probably like three or more times a year that's a good indication that you might want to consider putting it in the item master record so you don't have to fumble around trying to find the exact information that they're giving you from the special and it might maybe you get a fat finger pricing it you have that pricing already in contract management so why not use it right so stuff how do we get this to work for us yeah so part of getting this utility to work as you first need to run this spend analysis so this utility can be scheduled it asks for some basic information and and what it's doing is it's pulling any type of invoice purchase history for the item and this is really valuable right because you don't want to have to go through pio 63 or run your own custom jobs to find you know what's even worth us adding so once you run that spend analysis you can choose to enter search criteria here or you can just calculate the number of times purchased and then on the far right hand side it's going to tell you how many times that items been purchased so here we have a bunch of ones and then from there you can choose to select that item and then build Ida master so if you if you're set up to have the automatic numbering it will follow that process otherwise it's going to ask you to enter that that number sequence that you're looking for so you go through a series of setup screens looks pretty similar to I see 11 and away but it's asking for some you know pretty basic information like you're in a measure structure any kind of vendor detail and then from there it's going to create that item master record you know there's still some level of item maintenance that needs to be done when you create a item master through contract management but one of the benefits is that automatically will update that contract line so if it was a special it's now going to change it to be aida master and then on the IC wedding record it's actually now giving you a specials button so you can always drill back afterwards to see oh this actually was a special item before it was on this contract and here's the history of it so pretty valuable you know I certainly would recommend you know when you move forward with implementing contract management it's it's a decision that needs to be made of whether or not you want to no longer directly add items to your item master through I see eleven if you want to use contract management there's lots of benefits to creating through contract management because it's going to make all those connections for you but you still can choose to keep your same process of adding I see eleven and adding that pio thirteen record but what needs to happen is you still need to monitor this create a master from special items on contract because you need to update those contracts right the system still has that item as a special on the contract and your requesters are going to run into our QC years so again you've probably barely can see it but the the line that's highlighted here there's a column that says item found and in this particular scenario it says yes it found a match and that's because of the PIO 13 record the vendor item matched what was on the contract so here I selected that item and on the right hand side you can see that it has the item master information that it's connecting to so from there you can you can say yes these two match up and then there's a update contract line button that will update all of that information so it's definitely a good process regardless you need someone monitoring this queue and understanding what it does and if this is someone that will be in your contracts department they need to have a real good understanding of mmm I asked maintenance and impossibly work hand-in-hand with MMIS team so there's lots of interdependencies there that should be talked through and and fully tested it's pretty fun and next we have some reporting options so contract management does come with some pre delivered Crystal Reports that are very helpful there's things like contracts by expiration day and contract tears and some contracts spend information but we found just like anything else customers need to make it their own right they have their own fields that they need to incorporate or perhaps they have certain reports that aren't necessarily ad hoc but but they created them once and they find it really beneficial that they want to share with the team and oftentimes you you have a superuser in your area that may not be Crystal Reports guru or understand sequel or you know all of those different things so contract management has a couple different options of things that it end-user can do on their own the first is a create report option and and what this looks like is it's a it's kind of similar to the the personalizations view that again is something that we talk through in the best practices presentation but basically there's a function within the options area it's called create report and it brings you through a wizard that's a pretty basic here you're you're naming what this report is going to be displaying you can choose here whether or not you want to make it public and what this means is once you check that off once this is out there any user that has access to reports will be able to see this in their drop so pretty helpful so once you enter the the properties of the name and whether or not you'd like it to be available for other users you go over to the which they have a somewhat straightforward builder with this it'll allows is for you to select what fields you want to filter from and then build any kind of particular information that needs to be a part of that query in a way so in this instance I'm trying to pull a report for all of my Medtronic contracts so here I'm pulling the supplier name I can start to type that in here and then they'll all start to display so also something that's very helpful and then there's a literal area and then I'm typing in that Medtronic name okay and then from there it brings me back to the wizard and then I'm going to my advanced properties this is a really cool function I think so using live data is just what that sounds like but you also can utilize audit data so if you wanted to go back to a point in time you can utilize that older information or maybe you're building some KPIs and you want to see how many times certain contracts have been touched for this particular vendor or contract type you have the controls here so something really cool to play around with and see what works for you so from there once we save that it's going to be available in our drop-down so there's a related reports area and then here I see what I just built as Medtronic contracts seems pretty easy convenient yes yep so it's just a in view so it's it's sort of like a queue as well so you know if if you were if your process to maintain these contracts is split you know either by contract type but you want to be able to see everything you can kind of build your own kind of queues here and then you can build additional personalizations off of that so if you want this particular report view to look a little bit different you can do that you also can add in your own buttons here we just have a very basic export to CSV but there's some other options out there that are available that we talk through in the personalizations and then next a spreadsheet design and then so another way to do this a spreadsheet designer is kind of like a souped up Microsoft add-ins so you as you probably know contract management is on landmark so this is the add-ins for landmark its spreadsheet designer the convenient part about this is that it's a lot easier because you can actually use your field header names so if you've got a contract as your header or supplier your vendor you don't have to do that f12 F 49 and searching through your whole list to try to find that mapping it's gonna give it to you right there and it makes it saves you a lot of time just knowing those headers so it's definitely a lot easier and you can do a bunch of queries and a bunch of uploads it makes things very easy to get mass quantities in your system yeah absolutely if you think it's a little bit more straightforward for the everyday user to to understand very basic what you know business class what table are you trying to pull information from in s3 it's control-shift oh right but in lamb markets ctrl shift click and that will tell you you know where this particular information is that you're trying to report on and then here you have some selections so you can select what data you want to bring back right then there there's that as of date so similar to talking about how in the CM report bills you can choose to report off of the audit date this is somewhat similar so let's say I wanted to pull pull a query for every single contract from last week as it stood last week that's what that as of data is and it will give you that information right back so Andy depending on what you're looking for that can be really valuable yeah and then lastly there's there's a filter area here that you can fill in and you can have multiple different filters there and down have you want yes and it depends on how large your query is - right like you could certainly does not have any filters at all pull all the data and then just use Excel to manipulate the information to get what you're looking for so this is just the output puts it right into Excel already with the the filter on and you can kind of take it from there so pretty basic but what I like is you can take it a step further you're comfortable with pivot charts pivot tables you can just pre build this and it's always going to go off of that data that you pulled that you're just going to go ahead and hit refresh right so you can save these queries reopen the report and then hit refresh and then it will kind of change your chart views so you know depending on the the skill set your organization what tools you have available to you what your process is to report to request custom reports this may be a better option for you to work through your process a little bit quicker definitely yeah so last but not least contract approvals so we're going to have Jeremy's in it so a lot of organizations are looking at contract management not just further you know they're med-surg contracts for healthcare they're they're looking to get better control over contracts of their whole organization and what that means is they need to have some level of approval hierarchy they need to be viewed by someone before they're activated and available so that's where contract approvals come in and really the so contract management of course is written on the landmark platform and embedded into the application is the infor process automation utility so most people are aware that the import process automation utility is a way to streamline your business processes by really customizing the application so to speak and allowing you to give that flexibility to meet of the application to meet your business requirements yeah so contract management just like most programs that utilize IPA do come with some canned flows that are available to you you know pretty basic contract approval contract negotiation they also have a proven flow for changing the terms that are within the library but really you can you can take it a step further here in any show whether or not the contract requires approval goes back to the setup of the contract classification so that's really the the first start of whether or not this contract release is going to trigger approval flow and then from there you can do some really cool things like depending on the contract type it may need to go to this certain hierarchy or it has the set of requirements or maybe doesn't need approval at all but it needs to check a few boxes first yeah exactly if you're utilizing IPA today for for your s3 a product line an environment you know this is a separate instance of IPA so to speak in that it's it's dedicated to contract management and so you can really kind of take advantage of all the features and functionality creating your own tasks to mimic your hierarchy approval hierarchy so maybe you have a requisition approval flow and prey in place and you want to do something similar with that and with with contract approvals and you can mimic that that structure and basically do the same thing like Stephanie said it does come pre delivered with some pretty basic approval levels usually one or two approval levels but you can take that and really kind of do whatever you want looking at like Stephanie said contract type looking at the dollar amounts on the contracts looking at the specific lines on the contracts and executing different paths based on all of those conditions yeah absolutely so another thing to think of as is how you're communicating that this contract needs approver approval to that approvers right and what does that look like do they need to log in to contract management do we need all these licenses and the answer is yes and no it really depends on your process right right so contract management the core application users are going to be logging into rich client for now and and accessing the system so the in basket then would essentially be in the rich client as well to do those approvals but like any other process automation that you can write you can include all that content in the email message that gets that sent to the approvers and you can include those action buttons right in the email so your end-users that are just simply doing a contract approvals may not actually ever have to login to contract management they can do it all right from the email yeah definitely really helpful and again going back to you can make this flow however you want to you know there may be certain contract types that perhaps it needs to go to legal and legal is a user of contract management and they're gonna login to that rich client they can still view that in basket there while they are working on other contracts and you know go through the approval or change process as as they need you yeah absolutely I mean it's really both options are available and just because you have an email with those approval buttons right in there and you're allowed to get into the application there's no reason why you can't if you need to drill in further and look at more detail yeah definitely so a lot to explore here you know just because it's available to you doesn't mean that you need to use it right away when you're implementing you know it's definitely a business decision on what you want to attack first and where you see the most value is it you know organization-wide to have a true contract repository and you're really just focused on let's get what we have out there today in a system and any new ones need to route for approval ingly or are you're really going to focus on your supply chain item related material related contracts and your service agreements that tie into your financial system so definitely wouldn't recommend taking all of that on at once for you know one true goal I that's a lot to manage unless you have all the right resource to make all those things happen but we've gone everywhere from a very basic approval flow and and detailed out a pretty significant change to the notification for the approvers and gone further by each contract type that it kind of branches off into its own complexities so just it's really dependent on on what you're exactly looking for so with that those who are our favorite features of contract management and so far we walk through them not sure if anyone has any questions hoping to do another one of these in December so if you have any thing that you're trying to find a little bit more information on or want to walk through the process we'll try to work on that for December's