County of El Paso Contract Management

1. County of El Paso • Contract Management • http://contractinsight

2. Rough Timeline To-Date • RFP- ultimately not awarded, authorized phone bids • Workflow analysis, getting familiar with County, trial/demo several systems, etc. • License contract approved on 12/19/2011 • Initial customization for several months • Talking with individual departments, collecting contract data, early demos to get feedback • Trial use by County Attorney’s Office (~3 months) • More customization, installed on County servers, basic levels of training and Basic User Guide finished

3. Contract Data • Everything contained in: • County Attorney • County Auditor • County Clerk • A number of awarded bids from departments • Live vs. Heritage contracts • e.g. Evergreen (no expiration date) contracts • Actual contract documents • 2011-0453 and earlier – County Clerk • Post 2011-0453 – County Attorney

4. Key Functionality • Central repository of information accessible by all • Online, real-time status of all contracts • All relationships between bids, contracts, and amendments tracked and linked to one another • Automatic date-driven alerts • Initial, recurring, escalating, etc. • Excellent reporting and oversight capabilities • Commissioners Court Contract Approval Form • Highly customizable by local administrator

5. Contract Admin Mgr Role • Maintain data integrity • Ensure basic contract terms and initial alerts are accurate before they are brought before Court • Customize the system based on evolving needs • Unique start-up pages, dock reports, etc. • Lots of employee training • Conduct follow-up on incomplete tasks • e.g. contract expiration alerts not heeded • Provide regular Court updates regarding compliance • Respond to requests for customized reports • Identify opportunities for efficiencies, etc.

6. Near Future • Ensure all FY12 contract information is up-to-date • Compare contract data against F12 agendas • Update ~180 other live contract records • Develop all regular reports (County Attorney, Commissioners Court, etc.) • Finalize Super/Admin user manuals • Establish automatic workflow alerts, groups • Training, training, more training • Update County Contract Administration Policies and Procedures Guide with specifics (e.g. Approval Form)

7. Far Future • Purchasing workflow • Procurement module • Use the system to create, track, manage Bid/RFP/RFQ records – tie them to other contracts • Grant management • Annual vendor reviews/good standing checks • Electronic signatures • Link Purchase Order information to exact contracts • Retain Ordinances, other non-Contract types, etc.

8. What’s Next for Employees • Log into the system • See if you’re happy with your start-up screen • Review your contract data for accuracy, especially anything not “Imported Heritage Record” • Make sure your “Department Contact” person is the one you want to receive email alerts • Look over the Basic User Guide • Posted on the County Auditor intranet site • Get familiar with running the Contract Approval Form • Request additional training from Ed Hyatt

9. Samples • Refer to the online back-up • Reports • “Contracts expiring May-July 2012” • General Procedures • “Contract Lifecycle and Role Players” • Specific Procedures • “Matrix for Handling Contracts in CobbleStone”

10. Feedback/Discussion