Introduction
Do you live and die
by your calendar?
Do you find it difficult to manage contract dates,
renewals and terms?
• Get control of your critical events by linking
documents to emails to calendar appointments while
sending recurring reminders
• Send emails from the Contract Management system
asking recipients to share work tasks
What Is It?
• Contract Management by Word-Tech (also known as
DocMinder) is a critical date and time system that
marries your documents to your existing e-mail and
calendaring system.
• This affordable user-friendly system allows the
correct individual to receive an automatic e-mail
with the correct document attached at the correct
time in the future with instructions on the correct
action to take.
• The e-mail can also contain approved follow-up
forms and a check list of steps to take.
• By simply right clicking on a document, you can
bring up a list of events associated to that document.
Simplicity is the key! If it’s easy, it is more likely
that users will enter the proper information.
Features & Benefits
• Reduces costs and risks from missing critical dates,
not following up with correct forms or following the
correct steps.
• Automatically e-mails to alert responsible parties
or departments of upcoming events.
• Allows for supervisors to be alerted of upcoming
reminders as well.
• Fulfill Sarbanes Oxley compliance re: periodic document
reviews.
• Reduce risk of picking the wrong version of the
document when critical dates come due.
• Integrates with your document management system
and most popular e-mail systems.
• Creates reports on pending events/activities with
proper documents by individual, department, etc.
• Reduces issues from personnel turnover.
• One-click-access to a list of events associated
with a specific contract or document. Add new events
or review future actions.
• The correct contract/document is attached to an
e-mail and automatically sent to recipient(s) at an
assigned future date along with the approved forms
and/or a check-list of follow-up actions that need
to be taken.
• Recipients can produce a calendar view of all up-coming
actions they need to perform. Management can view
all actions that are due for their department.
• Reminders are color-coded so everyone can easily
see who needs to do what activity with which document
by what date.
• Audit trails are provided to ensure staff has completed
all of the required tasks.
Key Points
Mitigate risk - Contract Management's audit
trails can help minimize the potential dangers associated
with missing the critical dates related to: court
dates, contract milestones, contract options, evergreen
clauses, litigation, claims, intellectual property,
regulatory compliance, insurance policies, employee
benefits and warranties.
Save money - Contract Management can help save personnel
costs by eliminating the need to log critical dates
in a separate calendar system. With Contract Management, one
person can do the tasks that two or three persons
might have done.
Save time - Contract Management can help
you more effortlessly locate all the necessary documents
you may need for a particular task or event. With
Contract Management they are "married" to
your calendar.
Improve productivity - Contract Management
automatically emails appropriate staff when critical
dates arrive and provides central access to all necessary
documents relating to a task.
Streamline workflow - Contract Management can reduce
the number of persons needing to manage a particular
task or event.
Use Case
Hospitals buy an enormous amount of high-end, expensive
clinical instruments like x-ray, MRI, micro-surgical
tools, EKG, heart and lung pumps, etc that all require
annual support and financial payment terms. The size
of some of these contracts in terms of commitments
and payments is considerable. In order to get the
best terms, hospital administrator must be pro-active
in address the renewal and the various stipulations
for use of the equipment.
Contact management by Square 9 keeps everything organized.
Contracts are submitted to the SmartSearch or file
system location, a calendar appointment within Exchange,
Lotus or Groupwise is generated and based on task
and distribution list, emails are distributed for
owners to perform manual tasks. Various task lists
monitor the work as well as automated email responders
built-in to the contract management that allow desperate
users to trigger workflow's and events.
Now from one location a contract administrator can
tell where are contract is within the approval cycle,
see the physical image, display a complete history
of changes as well as work done by other contributors.
Several admin level tools are available for delegates,
out-of-office attendant, inherent feature to transfer
all tasks if a person leaves, audit trail and many
other options.
Contract management is designed to manage your critical
time sensitive events
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