| Selectica Contract Management Solution Features |
Dashboard
Personalized compliance dashboard for status, open tasks, search, and reports |
| My Open Tasks |
Lists the tasks and approvals for the logged in user |
| My Alerts |
Lists the compliance alerts for the logged in user |
| My Contracts |
Lists the contract records originated by the logged in user |
| My Reports |
Lists the private report favorites for the logged in user |
| My Calendar |
Displays a expiring contracts and alerts in a calendar view |
| Dashboard Analytics |
Provides a role based graphical view of the repository and Key Performance Indicators |
Contract Repository
A centralized web-based document management environment designed specifically to handle the complexities of contract-related information. Key functions include: full contract hierarchy, permission-based access control, unlimited attachment support, custom |
| Contract Types |
Default contract types available are Employee, Equipment Lease, IT, General, NDA and Real Estate Lease |
| Contract Summary Screens |
Permission-based summary screens collecting contracts by type and/or business unit |
| Business Terms |
Configurable business terms track important contract details; these terms can differ per contract type |
| Attached Documents |
Supports the attachment of scanned documents of all major file types (Word, PDF, Excel, PPT, Various Image, other...) |
| Electronic Fax attachment |
Electronic fax capabilities automatically converts faxes into PDF files attached to appropriate contract records |
| Filter |
Provides easy-to-use filtering/querying capabilities to quickly locate contract records |
| Search |
Full-text & Boolean keyword search of business terms and attachments |
| Copy |
Copy existing contract records, duplicating business terms for faster data input |
| Master/Sub Agreement |
Create related contract records with duplicate information with navigation through the contract hierarchy |
| Amendments |
Create related contract records with duplicate information with navigation through the contract hierarchy |
| Field level Help |
Configurable field level help content associated with specific field inputs |
| Calculated Fields |
Fields can populate using calculations based on other field inputs; these calculations can be configured |
| Required Fields |
Fields can be set as required so the user cannot complete a form without completing that field |
| Read-only Fields |
Fields can be set as read-only and not editable by the user |
| Conditional Validation |
Field validation can be conditionally based on the input of other fields |
| Lookup Values |
Field list options can be pulled from a table of data managed by the account, or from other business objects |
| Legacy Loader: Data |
Easy-to-use Excel-based tool that can streamline the entry of hundreds or thousands of contract records |
Compliance
Ensure optimal performance through active management of key milestones, obligations & terms |
| Alerts - email notifications |
Email notifications can be triggered based on key events, tasks, approvals or non-date-based variables |
| Alerts - scheduled by key event dates |
Alerts linked to key event dates in the contract can be scheduled to be sent with selected frequency in advance of event date |
| Alerts - ad hoc content |
Emails can contain ad hoc subject and body content, including references to dynamic business term variables |
| Alerts - internal or external recipients |
Emails can be sent to multiple recipients, both internal and external to the account. |
| Activity Log/Audit Log |
Full Audit Trail (ability to see who made what changes to a record down to the field level in the system) |
Reporting
Embedded propritry reporting system |
| Reports - ad hoc |
Simple-to-use Ad Hoc Reporting tool allows for report generation |
| Reports - one click contract access |
One click access from report results to the contract records themselves, to monitor compliance and support the auditing process |
| Reports - sorting & grouping |
Configurable grouping and sorting of report data |
| Reports - context specific filtering |
Context specific filtering: For instance, if a date field is selected, then dynamically provide options such as 'this month', 'this quarter', 'this year' |
| Reports - across different contract types (normalizing data) |
Reporting across data from different contract types, even if business term variables are different; effectively normalizing data |
| Reports - summary calculations |
Summary calculations like sums, counts and averages of grouped data |
| Reports - security & privileges |
Integrated report writer that maintains permissions and security to the sensitive data contained in contracts |
| Reports - private/group/public |
Report templates can be stored as public, group or private to manage who has access to view them. |
| Reports - Export (PDF, Excel, XML) |
Export report data to all of these file formats (PDF, Excel, & XML) |
| Reports - integration with Report writers |
Export to standard external report writers (Crystal Reports, Business Objects) via export to relational database scripts |
| Reports - Scheduled Delivery |
Scheduled delivery of reports via email (daily, weekly, monthly, etc…) |
| Reports - real time updates |
Configuration changes made to contract definitions are reflected in reporting tool without professional services involvement. For instance is a new field immediately available for reporting. |
| Reports - Charting |
Charting capability integrated into the reporting |
| Reports - Security Audit |
Security reports provide details about user access (i.e. who has access to what information in the system) which allows administrators to maintain a documented trail on the roles and permissions available in the system. These reports also ensure control o |
| Asset Receipt & Tracking |
Reportable Delivery Date, Comments and Asset Identifier fields are included as part of the generic Equipment Leasing template shipped with the product. |
| Payment Reconciliation Reporting |
Consolidated Payments Due report is a standard report showing all payments due by supplier for reconciliation with actual invoiced amounts. |
| Automated 10K Reporting |
Minimum Lease Obligation report is a standard report used to quickly produce this footnote for your 10K report |
Contract Life Cycle Process
Create and manage distributed contract request processes |
| Contract Business Process |
Wizard-based process UI that makes it easy to use the system and participate in online contracting processes without requiring extensive training; standard processes are: Employee, Equipment Lease, General, IT, NDA, Real Estate Lease |
| Ability to create custom contract life cycles |
Creation of unique contract life cycles (tasks) |
| Tasks - parallel and/or serial |
Task processes can happen serially, in parallel or both as configured by the administrator |
| Tasks - conditional |
Tasks can happen conditionally as configured by the administrator |
| Ad Hoc Tasks |
Specialized component allows users to enter ad hoc tasks regarding the contract, including task owner, status, due date and comments |
| Task Based Email Notifications |
Email notifications of task completion and of new tasks in your queue, with direct links taking the user to the appropriate page in the system |
| Workgroup & Participant Management |
Ad hoc workgroup definition to selectively add or remove access for users or groups to a particular contract record |
| Approvals - conditional |
Approvals conditionally triggered based on business term data entered (such as department, contract amount or contract type), sent to appropriate approver by role or name |
| Approvals - parallel and/or serial |
Approval processes can happen serially, in parallel or both as configured by the administrator |
| Approvals - delegates |
Approvers may reassign approvals or set up automatic delegates when out of the office |
| Approvals - escalations & auto-complete |
Approval tasks may be escalated or auto completed (rejected or approved) based on user configured time limits |
| Out-of-office delegation |
Ability to specify an out-of-office delegate to approve or complete tasks while a user is away |
Authoring
Generate corporate legal supplied template & clause libraries, Automatically generate word-based contracts from contract terms with distributed clause-level editing & authoring guardrails, redlining, sentence and clause lockout & version controls includi |
| Generate MS Word-based Contracts |
Generation of Word-based contracts populated with business term data input in Web forms |
| Word-based Contract Authoring |
Designed to support the way that people really work, the CPM Solution utilizes Microsoft Word as the primary tool for building and maintaining legal boilerplates. The system provides bi-directional data integration directly into pre-built Microsoft Word t |
| Bi-directional integration with Word |
Bi-direction data integration with Microsoft Word allows business term data to move between structured web forms and unstructured MS Word documents |
| Term Synching |
Extraction of modified business term data from an edited Microsoft Word file, with the ability to compare values before committing changes |
| Version Control |
Ability to store, access and compare the initial contract and subsequent versions |
| Checkin/Checkout |
Document check-out/check-in functionality to prevent users from overwriting each other's edits |
| Redlining and section locking |
Supports standard Microsoft Word redlining and section locking capabilities |
| Point & click third party paper support |
Users can easily import third-party contract documents in MS Word and extract critical business variables with the click of a mouse |
| Centralized Boilerplate Management |
Centrally maintain approved contract boilerplate templates and clause language |
| Document Compare |
Leverages MS Word compare capabilities, system displays all previous versions of a document and allows for comparison of any two documents; showing changes to both structured business terms and unstructured clause data |
| Contract Validation |
Standardization and risk mitigation can be further controlled by adding validation capabilities for outbound and inbound contracts.Contract Validation will review and validate the inclusion of required clauses in outbound contracts and that inbound contra |
| Contract Reconciliation |
Contract reconciliation is a detailed compare process which graphically highlights and lists all business term and clause deviations in order to help users quickly review contract versions and make decisions based on those differences. The system support |
| Generate PDF |
Export to additional file formats (PDF, Excel) |
| Comments |
Specialized component allows users to enter comments regarding the contract |
| PDF to Word Convertion |
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| Dynamic Boilerplates |
The system will make a determination for the correct boilerplate template to use based on the user and the meta data entered. |
| Dynamic Contract Creation |
Empowering casual users to create complex contracts requires a rules based approach to assure that both control and risk mitigation that the professional contact creators such as Legal ensures. The Dynamic Contract Creator function builds a contract base |
| Questionaire Wizard |
The wizard allows less experienced users to initiate complex contracting activities. The system prompts user with relevant questions that can be configured based on contract type. The system uses the responses from the questions in the body of the contra |
| Clause Library |
| Clause Library |
Searchable, reportable repository of clause language which is used in boiler plates and can be inserted directly into contracts |
| Configurable Clause Meta Data |
Customers can assign attributes and preferences to help users select the best option during contract creation, including: risk level and contract-category inclusive of assigning preferred and alternative clauses and associated risk. |
| Clause-Level Business Rules |
Enables the storing and enforcement of approved alternative clauses, the application of policies that mandate the use of specific clauses as well as enforcing specific approvals if a user attempts to deviate from standardized clause language. |
| Clause Level Controls |
Users can set up automatic approvals of draft clauses based on metadata values. Clause level controls are used to allow the application of clause-level business rules such as mandatory approval of any redrafted, standard clause language. |
| Clause Approval Workflows |
Allows for a an approval process assinged to approving standard language avialable in the library. |
| Clause Security |
Secure access to high risk or alternate language for only the legal or contract management departments while providing access to standard language for all other users. |
| Clause Loader |
Enables electronic clause loading and eliminates the need for manual data entry. |
Directory
Ensure optimal relationship performance through active management of key milestones, obligations & terms |
| Address Book |
Shared directory of contact information, accessible when creating or editing contract records |
| Customer Profiles |
Store profile information such as company information, location, business offerings, etc. Profiles can be imported from existing customer master files. |
| Supplier Profiles |
Store profile information such as company information, location, business offerings, etc. Profiles can be imported from existing supplier master files. |
| Vendor Scorecards |
Ability to conduct surveys and evaluations of vendor performance and roll these results up into scorecard reports |
| Milestone Tracking |
Specialized component allows users to create and manage milestones, key dates and deliverables |
| Event History |
Specialized component allows users to manually input key events during the life of a contract |
| Integration to Maser Data |
Ability to make real-time or batch calls into external systems for master data (Customers, Vendors, Products) |
CPM Composer Suite
While other solutions take a simplistic, one-size-fits-all view of enterprise contract management, Selectica is committed to providing the most advanced "self-service" Composer Tools and Utilities to allow customers to easily configure unique contract def |
Process Composer
Create custom contract-based lifecycle processes. Ability to configure the contract definitions to capture your company's business terms and processes. Unlimited ability to create any contract type: Employee, Sales, IT Equipment, Real Estate, NDA and others |
Data
Forms are modeled to capture data relevant to the process being configured. Data Composer provides a graphical interface for designing contract forms and related contract processes, such as contract requests, compliance tracking data, supplier information |
| Field Groups |
Create, edit and remove field groups (a field group is like a form, a table, or a collection of fields) |
| Fields |
Create, edit and remove fields from a field group (form) |
Approvals
A graphical tool to generate approval processes for both serial and parallel processes that adjust according to specified business terms such as amount of contract, start date, payment terms, and type of agreement. This provides for escalations and time s |
| Conditions |
Set conditions such as contract > $100,000, payment terms < Net45, or contract type = services. If condition is met, then the associated approval is required |
| Approvers by name or role |
Set approvers by name, by role or by context (computed actors). Specified approvers will be required to approve if the associated condition is met. |
| Parallel and/or Serial Processes |
Approval tasks can happen serially (sequentially) or can be completed in parallel. |
| Preferences: escalation & auto complete |
Approval tasks may be escalated or auto completed (rejected or approved) based on user configured time limits |
Emails
Create custom email content to be included whenever an email is sent from the system, whether based on a workflow event, a compliance alert, a business rule, or a scheduled report delivery |
| Email Templates |
Create and edit email templates containing free form text and dynamic business term variables. Email templates also can contain direct links which take a user directly to the associated record(s) after authentication. |
Tasks
Configure your extended contract process according to corporate rules and standards. Define steps and sub-steps for serial and parallel processes that are tied to contract type and business unit. This provides for standardized workflow that is managed and |
| Tasks |
A graphical tool to compose and change workflow process steps and tasks and have those changes available on a real-time basis, without having to recompile or make database changes. |
| Privileges |
A graphical tool to define new privileges (permissions) that drive what users are able to do in the system. Privileges can be combined to create roles. |
Dashboard Composer
Set up unique compliance alerts and performance analysis reports for different contract types |
Reports
Customize Executive management reports and Compliance reporting to adhere to corporate standards and Governance requirements (Sarbanes Oxley and 404). Additionally, offers the ability to export Contract Data to third parties: Excel, Crystal Reports, Adobe |
| See features under Compliance |
See above |
Navigation
Configure custom summary views with custom display columns, filters and navigation tabs. |
| Tab Navigation |
Define labels and placement of navigation tabs. For instance tabs can be organized by contract type, division and/or contract status. Each tab links to a summary view. |
| Summary Filters |
Define filter criteria for each summary view. For instance 'Real Estate Leases', 'Division 1 contracts' or 'Active contracts' |
| Summary Display columns |
Define business terms to display as columns on summary pages. For instance 'Contract ID', 'Vendor' or 'End date' |
Rules
Customize Email Alerts that work across contracts based on any business term for reminders, also for escalation based on roles and groups to alert when milestones are missed. |
| Alerts on any field (including non-date) |
Can be set on any field value in the system. Can operate as default alerts which work on any new contract record in the system. |
| Alerts on aggregates (sums, counts, …) |
Alerts can be triggered by passing an aggregate threshold (example: all IT contracts with IBM exceed $100,000) |
| Auto-update field values |
Alerts can also update field values in a record (example: set contract status to 'in review' if contract amount exceed a specified amount) |
Account Composer
Control access, roles and permissions across all information and processes |
Access
Configure privileges for organizational groups to access contracts, reports and terms. |
| Groups |
Define unlimited, hierarchical groups or collections of users to represent an organizational structure. Groups are used to determine which contract records are visible to a user. |
Users/Roles
Establish relationships between users and applicable roles (author, approver, reviewer, etc…) |
| Users |
Create user accounts to provide access to individuals in the organization. Users will be assigned to a group and one or more roles. |
| Roles |
Create customized roles that bundle together privileges to facilitate and simplify the process of assigning permissions to users |
Boilerplates
Legal Authors can centralize and control the boilerplates and clause language that is used to draft contracts for the account by storing these files at the account level. |
| Boilerplates |
Create and manage legal boilerplates allowing for corporate governance enforcement and the ability to push contract authoring out of corporate HQ and into distributed business units and subsidiaries. |
| Architecture & Platform |
Web-Service Integration Gateway
Selectia's open XML and web-services based architecture makes it easy to integrate any contract process into your existing backend systems and data sources. The web-service Gateway allows integration into back office systems (ERP, Procurement, HR) and fro |
| XML-based Configurations |
Provides an innovative real-time XML architecture and "self-service" composer tools that provide a level of configurability to model unique contract definitions and processes |
| LDAP Authentication |
Ability to authenticate users against a corporate LDAP directory on login – allowing enterprise administrators to centrally and quickly enable or disable access to the application |
| Single Sign On |
Through a single sign on provider allow user to have access into the system without having to re-enter their username or password |
| LDAP User Management |
Through LDAP integration allow for the creation and management of users and roles. This allows the system to be deployed to 100's or 1000's of users without the burdon of manually managing users. |
| Platform & Security |
| Administration & Security |
The system provides permission level access to both data and menu functions. The systems has been tested and certified by Netsec security testing and in IBM performance labs. |
| AJAX client |
Industry leading front-end technology provides rich, seamless experience on modern browsers by optimizing server interaction |
| Security Model |
Enveloped in a uniform security model, the contacts and associated data stored within the CPM Solution are protected by the same rules and permissions whether accessed through the browser, PDA, Web Services, or reports. The security model is extensible; n |
| Secure Data Transmission |
All communication between the client's Web browser and the application server is handled using a 128-bit encrypted secure socket layer (SSL) connection. This encryption is military grade and is similar to that used in most financial institutions. |
| Scalability & Reliability |
Selectica's CPM Solution is built on Java leveraging J2EE standards, and uses a multitier deployment model to ensure enterprise level scalability and reliability. The architecture consists of redundant application and presentation (web) servers, and our r |
| On Demand Delivery |
A network-based, fully Hosted solution offering that can get you up and running in days, instead of months. Unmatched for its' performance and reliability, the Selectica Application Network provides a secure, private 24 X7 environment that is hosted and m |
| Enterprise Delivery |
The Selectica CPM Enterprise Edition offers a standard delivery (behind the firewall) option allowing you to install the complete application inside your internal application environment. The solution supports a number of open server and database environm |
| Domain |
| Lease vs. Buy: Decision Analysis Modeling Tool |
Equipment Leasing: Run a lease-vs.-buy analysis as part of the request process |
| Breakeven & Cash Flow analysis |
Equipment Leasing: Cash flow reports on lease, rent or purchase payment streams. Breakeven analysis where lease and purchase are equivalent |
| ELA FASB 13 Operating Lease Test |
Equipment Leasing: Determine whether a lease qualifies as capital or operating under generally accepted accounting practices |
| Centralized Planning Rate Administration |
Equipment Leasing: Specify which key users can input and edit centralized parameter information (borrowing rates, analysis criteria) |
| Promotion |
| Automatic footer text |
The contract document when generated from the system. For Foundation customer will be required to have "Contract brought to you by Selectica.com" |