Email Notifications

Email notifications can be set when certain actions occur within framework. The most common use is to notify personnel of contract review and renewal periods.

framework can also help assess if the product is no longer of benefit sending email notifications when service costs exceed projected savings.

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Contract Linking

Certain contracts, whilst not being directly related to another contract, can be reliant upon the other.

For example, a building project would require contracts including builders, plumbers and decorators and whilst these contracts are individual it would help to view these contracts together to review the cost of the total project.

Contract links are defined by the user and can link any number of contracts within a set project.

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Central Data Storage

As all contract information is stored in one location on a server the access is centralised ensuring that all users, with relevant permission levels, have immediate access to current information. This improves time and resource management enabling contract managers to focus their attention on other projects.

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Budget Forecasts

It is invaluable for every organisation to be able to forecast what the future expenditure is likely to be in any given area of the business.

framework creates forecasting spend schedules for each contract, each amount being accurate to the contracted payment terms.

framework's flexible management reporting allows accurate business intelligence and spend forecasting.

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Version Registry

When managing IT software contracts, it is important to be able to track the upgrade path, and show the history in order to demonstrate licence compliance.

The Version Registry allows the accurate management of multiple versions or releases of a single product. framework allows Software Licence Managers to allocate licences that are deployed within an organisation. When the number of licensed copies is exceeded, an email notification is generated and sent to relevant personnel.

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Attachments

framework provides the capability to store electronic files of any type and associate these files to various areas of the application. The areas where attachments can be stored are contracts, suppliers and/or against a free text note.

framework will permit the attachment and opening of attachments in any standard format MS Word, Excel, Adobe PDF etc. Attachments are restricted to the MIME Types defined within the system, MIME Types (content types) can be added or removed.

framework also differentiates between Open and Secure Attachments. Open attachments are available for all to view, whereas the Secure Attachments are restricted and require additional permission to be granted by the contract owner.

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Free Text Notes

There are five different levels of notes available in framework. This enables a user to store free-text or file attachments against various areas of the application.

Free text notes can also be held against:

• Contract
• Supplier
• Supplier Contact
• Product
• Invoice

The type of note dictates the context, at which the notes are visible across the system. For example, a Supplier Note will be accessible from within any contract held with that supplier. In contrast, a Contract Note cannot be accessed from anywhere other than within the boundaries of the contract.

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Contract History

During the life of a contract, many aspects of the contract may change. The changes may be minor such as change to the contract owner or it could be an important sequence of changes such as contract value and renewal date.

Whatever the changes may be, visibility of the history of activity for a contract may prove to be very important to the people responsible for maintaining the contract.

framework logs every change that is made to the contract in the application’s audit log and in the contract’s history.

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Contract Schedules

Should a contract be modified, re-negotiated or have any of it's terms and conditions changed, this may result in a new 'schedule' or addendum of the contract. The new schedule will supersede the one it is replacing and will therefore have a different value in the provided 'Schedule Number' field.

framework provides the ability to create, add and merge schedules. When adding new schedules or updating existing ones, all contract details, associated products, notes, invoices, attachments and forecasts are carried across.

framework provides each schedule with a unique number and generates a link that enables users to easily navigate between schedules.

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Invoice Management

Uncovering Invoice Errors
It has been reported that around 15% of supplier invoices are inaccurate.

With frameworks quick on-line verification, user's can easily check a received invoice against the forecasted spend amount, ensuring that invoices are accurate prior to payment and they are based on what you contractually agreed.

Tracking Invoices
framework tracks invoice statuses. The status can be modified at each stage of the authorisation and payment process, enabling approved personnel access to the information they require.

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Milestones Dates

framework will put contract managers in control of contract renewals, sending email notifications of cancellation deadlines.

In addition to contract renewal deadlines, framework can also be configured to notify user(s) of contract review deadlines so that organisations practicing proactive contract management processes, who usually conduct contract reviews during the contracted period to assess various factors including service delivery, risks and performance, will receive adequate notice to allow the completion the review process.

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Outsourcing & Chargeback

framework manages outsourcing contracts and internal chargeback, applying client definitions and recover portions and enabling teams to be presented with only the information that is relevant to the contract category.

framework also reports the impact analysis should a client leave, and details un-recovered costs.

Main benefits to outsourcing organisations and companies utilising internal charge-back:

• Save time and resources of contract and supplier management
• Improve budget accuracy and financial forecasting
• Provide meaningful impact analysis on a ‘what if’ scenario
• Track and reclaim any un-recovered costs
• Improve client costs management and quickly uncover savings

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