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Department of Purchasing & Supply Management

Department of Purchasing & Supply Management. Virtual Contract Files “The Demise of Misplaced Contracts” D’Arcy Roper Chief, Systems & Customer Service April 27, 2005. The Problem: Paper Contract Files. 5 contract folders = 8 + inches. The Problem: File Cabinets Everywhere.

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Department of Purchasing & Supply Management

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  1. Department of Purchasing & Supply Management Virtual Contract Files “The Demise of Misplaced Contracts” D’Arcy Roper Chief, Systems & Customer Service April 27, 2005

  2. The Problem: Paper Contract Files 5 contract folders = 8 + inches

  3. The Problem: File Cabinets Everywhere 3000 contract files stored in costly office space

  4. The Problem: Warehouse is full 14,000 files archived in a warehouse for minimum of 5 years

  5. The Solution: Virtual Contract Files (VCF) • Imaging & Document Management Technology • Client Server system - LaserFiche • Digital Files: • All documents that comprise a contract • Key source selection documents • Stored as: • a TIF (Image) • 100% OCR text

  6. VCF Demo • Current Solicitations Current Solicitation - Fairfax County, Virginia • Contract Register http://www.fairfaxcounty.gov/cregister/ • Virtual Contract Files http://166.94.9.180/weblink/index.asp?login=1

  7. VCF – A Day Forward Solution • Replacing the 17,000 files via Attrition • Slowly eliminating cabinets, boxes, labor, storage “footprint” • Estimated savings annual savings $74,000

  8. What Software did we buy? • LaserFiche Group Pack – 25 users • Retrieval Pack – 100 concurrent users • WebLink • Audit Trail • Snapshot • E-Mail • MS SQL Server

  9. What Hardware did we buy? • Two Servers • Group Pack: Dell Power Edge 2500 • WebLink: Dell PowerApp.web 120 • One Workstation • Dell Precision 220, Mini Tower • Nine Scanners • One Fujitsu: M4097D Duplex 50 ppm • Eight Fujitsu: fi4120C Duplex 25 ppm

  10. What Services did we buy? • Consulting • System Design & Implementation • Training • System Enhancements • Auto Import • Contract Register Interface • Hyperlink Creator • Automated VCF Folder Creation

  11. What did we spend? • Total cost just under $ 125K • Spread over 3 years

  12. VCF Requirements • Each contract must have a VCF Folder • Contract Number must be Accurate • Contract Folders Structure must be Identical • All Contract Documents must share a common index card

  13. VCF Contract Folders Purchasing software application creates a VCF Contract Folder for each new contract numbered issued.

  14. VCF Contract File Structure Every folder is assigned a template with the same tabs (or document types).

  15. Contract Folders Indexed Too Each folder and document type is automatically indexed when it is created.

  16. VCF Limitation • Retain Original “Wet Signature” Documents • Disclosure Statements • Offer • Acceptance • Insurance Certificates & Bond Documents • Amendments

  17. VCF Benefits • File Security • Disaster Recovery • Accessible 24 x 7 • Standard File Structure • Decreased Document Requests • FOIA & Disclosure Responses Simplified • Better Process Discipline

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