Contract / Vendor Management. Your Guides: Mike Gillespie, Wes McCoubrie

Transcription

1 Contract / Vendor Management Your Guides: Mike Gillespie, Wes McCoubrie

2 Introductions 2 Take 5 Minutes Turn to a Person Near You Introduce Yourself

3 Agenda 3 Defining Contract and Vendor Management Importance of Contract and Vendor Management Use Case: Timesheet Validation Against Vendor POs Use Case: Contracts Fully Integrated to CA PPM Financials Rego Best Practices

4 Defining Contract and Vendor Management 4 What is Contract Management in the context of CA PPM? Visibility Identify Comprehensive List of Vendors and Contractors Capture Contract Details Identify and Track Contract Deliverables Management Manage Contract: Status Dates Burn Control Associate Contract Deliverables with Project and Task Milestones Apply Deliverable Costs to a Project View Contract Spending Over Time in Project Financial Plans Forecast Contract Spending by Project

5 Importance of Contract and Vendor Management 5 Legally Binding Your company is legally bound by the terms of the contract It s imperative your adhere to the terms Governance Ability to report on contract compliance Support contract questions Billing / Invoicing Accuracy Ability to reconcile inbound invoices with work performed Accurately anticipate payments

6 Open Mic 6 What is Contract Management to you? T&E Fixed Bid Vendor Management Department Where do you track your contracts? Who manages your contracts? Does your company incorporate a formal Contract Management Processes? Quality Checks Audit mechanisms What s your involvement?

7 Use Case: Timesheet Validation Against Vendor POs 7 Requirement: Proactively manage the submitted time of T&M contractors against the approved spend of their purchase orders. CA PPM must ensure that submitted timesheets are accurately mapped to an active PO that has funds remaining before allowing the standard approval and posting process to proceed.

8 Use Case: Timesheet Validation Against Vendor POs 8 Conceptual ERD: Tie custom vendor and purchase order objects to projects, tasks, and timesheets.

9 Use Case: Timesheet Validation Against Vendor POs 9 Workflow: Prerequisites Create vendor. Create PO. Associate team member with vendor and PO line item. Allocate and assign resource to project(s) as specified in PO. Timesheet Validation Vendor submits timesheet. Upon RM approval, validate: Project Association Capital Classification PO Dates Remaining Funds Posting If validation passed: Set status to approved. Decrement funds remaining. Post to project. If validation failed: Set status to submitted. Present error via notification and portlet. RM required to resolve and re-approve.

10 Use Case: Timesheet Validation Against Vendor POs 10 PO Line:

11 Use Case: Timesheet Validation Against Vendor POs 11 Status Portlets:

12 Use Case: Contracts Fully Tied to CA PPM Financials 12 Setup Vendors Create Contracts Setup Deliverables with Costs Tie Investment to Contracts Tie deliverables to tasks Complete deliverables as they happen See Costs hit the Cost plan Group Cost plans by contract or vendor See costs broken out how you need to ADD LINK TO VIDEO HERE!!!!!

13 Open Mic 13 Would any use case be of value to your organization? Why? Do you see any hurdles in your organization that would prohibit you from managing contracts in CA PPM?

14 Best Practices 14 Connecting vendors and contracts to project financials is critical. Limit the ability to manage vendors and contracts to a select group of resources. Create a custom vendor object rather than leveraging the out-of-the-box attribute. Process is essential. You need a process in place before you automate or track anything in CA PPM. Full demo of Integrated Contract Management:

15 Questions?

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