NEU: Tract Workflow Engine plus für Spider Contract

Vertragsmanagement braucht strukturierte Prozesse. Hierfür hat die tract GmbH ein Erweiterungsmodul geschaffen, dass die Vertragsmanagement-Software Spider Contract zum Zentrum aller Aktivitäten für Vertragsmanager, Juristen und involviere Fachleute macht. Das optionale Erweiterungsmodul wird ab dem 28. Februar erstmals ausgeliefert. Dann können geschulte Prozessverantwortliche benötigte Workflows selbst, natürlich ohne Programmierung, erstellen. Für die nahe Zukunft hat sich das Team von tract für dieses Workflow-Modul viel vorgenommen. Das nächste Update ist deswegen für den 1. Oktober 2018 angekündigt. Die tract Workflow Engine plus arbeitet mit allen Spider Contract tract Edition Installationen ab der Version 6.3 direkt zusammen.

The company

tract GmbH is specialised in the topic of contract management. If required, we implement the appropriate software or­ optimise and modernise existing processes and solutions.

tract GmbH is an authorised professional partner of FLEXERA (Spider-LCM GmbH). From high-performance departments to international corporations, companies benefit from our experience and innovations.

Flexera LLC, Spider LCM GmbH and Brainwaregroup AG have merged. Flexera is a US-American software company with innovative solutions in its portfolio.

The company has over 1,500 employees and is one of the top 20 software companies. Product development for Spider products is based in Hamburg. The distribution, consulting and services for Spider Contract are provided by tract GmbH.

tract GmbH – our offer for your contract management

  • Organisational and process consulting in the area of contract management
  • Delivery, customisation and implementation of contract management software
  • Training of your employees in the area of contract management with a TÜV Rheinland-certified qualification

Spider Contract tract Edition

Spider Contract is one of the most successful­ software solutions for professional contract management­. Well over 4 million contracts are­ managed by numerous companies in many industries.

The tract edition (TE) for Spider Contract optimises operation, extends functionality and contains the practical business file. Further advantages include faster installation and the intuitive user interface. This saves you­ service costs­ and allows you to get started quicker.

Spider Contract – tract Edition - Ease of use

One aspect is particularly important for the success of a contract management project: the software must be easy to use to enjoy user acceptance.

The modern user interface of Spider Contract is based on the proven operating concept of Microsoft® Office®. Even after just a short introduction, users can understand the clear user interface. This results in a high level of acceptance among users, which often makes the decisive difference for successful projects.

Clear functions are available for processing contract files. A few clicks are often enough to complete a task.

Contracts

Contracts are managed individually in contract files, sorted by contract type. Each type of contract has its own practical characteristics. Contracts can be linked together to­ map dependencies­ and facilitate joint processing. This is especially useful for framework agreements.

The Spider Contract tract Edition 2.0 is configured with 28 contract types, each with up to five variations. Adjustments are easy to implement.

Contract reference object

Contract reference objects collect contracts on a common topic. For example, this could be a property, an IT project or a product group. A click on the respective contract reference object shows which contract files belong to it.

Document management

Contract documents and other files can be stored in a structured form, even as different versions, in contract folders. This means the wording of an agreement is always available, for instance. If required, comments from various departments, product information or email correspondence can be assigned to the individual contracts. The optionally integrated full text search helps to quickly find text passages in all documents.

A key advantage is the option of assigning documents directly to contract partners.

Generate contracts and documents

Based on Microsoft® Word® templates, the integrated document generator makes it easy to create frequently required contract documents, contract correspondence and other contract-relevant files. The text templates can be provided centrally, including in multiple languages, with quality assurance. The document generator links the selected document with the appropriate metadata such as address, term, contract number and termination date.

NEW Text modules or clauses can be combined into a contract document in a simple and structured manner.

Contract cover sheet

At the push of a button, a cover sheet can be generated for each contract file, displaying all important contract information clearly and concisely.

Practical Microsoft® Office® integration

Microsoft® Outlook®, Excel® and Word® are available on almost every workstation. Spider Contract has a comparable user interface. This makes it easier for the user to get started. Spider Contract supports collaboration with MS Office® via the following functions:

  • Emails can be copied to contract files.*
  • Standard texts and documents are generated as Word® documents.
  • Evaluations and reports can be created as Excel® files.
  • Resubmissions and alarms are transferred as emails to Outlook®.
  • Existing contract data can be imported from Excel® into Spider Contract.
  • Cost centres, terms of payment and other data can be imported from Excel®                         

*System requirements must be observed.

Contract partners

Contract partners can be customers, suppliers, institutions or other affiliated companies. In addition to the core data such as name, location, delivery and billing address, account details, any number of contact persons as well as their function and communication data are available. Documents and files, such as price lists, estimates and checklists, can also be stored for contract partners.

Legal successors

When a contract partner is taken over by another company, numerous contracts are affected. With the legal successor function, this process is conveniently organised without having to transfer all contracts individually. It remains comprehensible at all times, allowing you to see which former contract partners belong to a contract.

Currencies and languages

If required, there is the option of integrating different currencies. Exchange rates can be updated manually or automatically. The software is available in German and English. Additional language modules can also be added.

Resubmission, follow-ups and deadlines

To prevent deadlines from being missed, each user can define resubmissions for every contract. The system sends an email in advance that contains a reminder text and a link to the process in question. The affected contract can be accessed and edited directly from the email. As these reminders are sent via the email system, they are also available when the user is not using Spider Contract. If a contract arrives at the point at which a decision has to be made, or it needs to be extended or terminated, or a new contract has to be concluded, the system also generates an email to the employee responsible.

Individual customisation

The Spider Contract tract edition can be individually adapted without programming knowledge. It’s therefore quick to implement good ideas. If the requirements change, even complex customisations are possible. Our specialists can provide support if required.

Evaluations and reports

Each contract file contains evaluable contract metadata. Spider Contract gives authorised users the option to generate individual evaluations using the report generator. Meaningful reports are already included with the software. Certain information can be displayed graphically, as pie charts for example. Evaluations can be easily exported to Excel®.

Roles and rights, clients and business units

Contract management systems are designed to ensure confidentiality while supporting teamwork. Different role profiles can be configured depending on the task at hand. Each role has defined functions and authorisations. This clearly defines who can read or edit which contract. Limitations can be set in detail. The corporate structure can be mapped by business  and client. Each user is assigned to a role and one or more business units. Continuous workflows as well as confidentiality are therefore guaranteed.

Audit security

Relevant bookings are stored in an auditable logbook. Authorised users can easily check when which changes were posted and who carried out these changes.

Risk Management

Active risk management can be used where necessary. Companies with higher demands in this area can benefit from the tract extension module tract Risk Management Plus, which can be adapted to the company’s own requirements, also taking into account the risk values of contract partners.

Technology

Spider Contract is based on Microsoft® server technology and MS SQL® databases. The structure of the database is documented. As a rule, operation takes place on the servers on the customer’s intranet. The use of virtual systems as servers is possible. Users use the software via defined browsers. Spider Contract utilises the existing security infrastructure. Data transmission is encrypted. Roles and rights as well as possible authentication against MS ActiveDirectory® secure access to data. Contract data and documents can also be imported and exported. Connection to adjacent systems such as SAP®, archive systems or e-procurement systems is optionally supported.

As an alternative to operating the software in your own data centre, the Spider Contract tract edition can also be used as a service. Here, each customer has a dedicated server for a test and a live system. Further information is available on request.

Business files

In practice, activities often have little directly to do with defined contracts. But documents, files, deadlines and tasks still have to be organised and documented in a structured way. tract has developed an extension module for the contract management software Spider Contract that comes into play here. The tract business files form part of the Spider Contract tract edition. All important parameters for the individual activities are clearly managed in the business files.

Business files can be linked to contract files as required. Responsible employees are assigned to the tasks. When appointments or deadlines are due, the system automatically sends reminder emails to these employees. Word® and Excel® files can be managed as well as emails with attachments or PDF documents. In addition to documents, any number of individual notes can be entered for the business file. Quick access is provided both for viewing and creating documents and notes.

The integrated rights management can be used to define which employees¬ have access to business files. Business files can also be adapted individually.

Application examples for business files

Legal transactions

The business file is a useful tool for the legal department. Drafts, expert opinions, correspondence and forms are structured here and classified confidentially.

Procurements

Purchasers organise product and price information in their business files, as well as collect information on tenders and supplier information.

Task management

Business files can each organise a specific task. A single person or a team can be entrusted with the task.

Project documentation

Project work often generates numerous documents. These can be sorted in the business file. Deadlines can be set and resubmissions are actively sent to the responsible employees.

Claim management

To provide evidence for claims from contracts is often associated with the collection of receipts. The documents required for recording a claim can be collected in a business file and made available within the company.

Contract partner management

Information on contract partners is stored here in a structured manner. If required, certificates, performance records or general information, such as price lists, can be retrieved.

tract extension modules for Spider Contract

  • NEW tract edition 2.0 for Spider Contract – More functionality and convenience for Spider Contract and the basis for all extension modules

Extension modules:

  • NEW tract Super Search for Spider Contract – Search convenience for contract data

  • NEW tract Digital Signature for Spider Contract – Fast processes with electronic signatures

  • tract Document Engine for Spider Contract – Smart handling of documents and OCR recognition for text research

  • tract Financial Plan for Spider Contract. – Contract-related cash flows made transparent

  • tract Case File for Spider Contract –  Structured management of legal disputes in contract matters

  • tract Risk Management Plus for Spider Contract – Professional risk management

  • tract Workflow Plus for Spider Contract – Workflows for contract management

  • N-Scale Archive for Spider Contract – The optional archive for contract documents

Important

The manufacturers of the software reserve the right to­ make regular changes to the feature set of­ the software. tract GmbH has no influence on changes in products of third parties. This is especially true when manufacturers choose to reduce software functionality. In each case, the respective software licence agreement applies. If software solutions are supplied by several manufacturers, this shall also apply mutatis mutandis to them.

Licensed files are created for the use of individual modules or functions (e.g. the business file). On the licensing side, the files are treated as contract files. The licensing of the files/contract files results from the respectively valid licence conditions of the companies Spider LCM GmbH / Flexera.

The term optional means that additional modules or module variants must be licensed for a fee and/or consulting services must be ordered.

Certain functions can only be implemented in conjunction with several modules. As a rule, tract extension modules can be used in Spider Contract versions from 6.4.x onwards.

Contract management training and workshops

tract GmbH conducts one-day workshops on the subject of contract management and organises training courses for contract managers with the option of TÜV Rheinland certification. User training for Spider Contract is conducted according to individual needs by certified contract managers and product specialists. More information can be found on www.tract.de/training. 

Training “Contract Management in Practice” (2 days)

Contract managers have a highly responsible role in their companies. Clear processes, optimal contracts and the professional management of contracts are the topics here. Since it is also a matter of avoiding risks and ensuring compliance, TÜV Rheinland, together with tract GmbH, has developed a certification programme for contract managers. The contract managers and their employers benefit from the certification. tract is the exclusive provider for these training courses. TÜV Rheinland carries out the certification tests. This training is offered exclusively in German.

Participants are managers and employees from the areas of contract management, legal affairs, sales, purchasing, controlling, IT and accounting with responsibility for the administration of contracts, as well as contract managers for medium-sized and large companies.

The participants experience real practical knowledge about the organisation and tools of professional contract management.

The participants will learn how to manage contracts efficiently and transparently. Based on the basics of contract design, they will learn how to optimise processes, implement rules securely and compliantly, and sustainably save costs.

Are you already using all the possibilities from your contracts today? Do you know all the services you are entitled to and can you quantify the risks exactly? Do you know which contracts are affected if the company is restructured?

With the know-how the participants have learned, they are familiarised with the possibilities and risks arising from contracts and know the answers to these questions.                                                                 

Training for Spider Contract customers (1 day)

  • Training: User training Spider Contract
  • Training: Administration for Spider Contract
  • Workshop: Workflows with Spider Contract
  • Workshop: Contract generation with Spider Contract

References

HOCHTIEF Bau, ECE Centermanagement, Bundesamt für Post u. Telekommunikation, E-Plus, Sparkassenverband Bayern, Provinzial Versicherung, Ipsen Pharma,  Deutsche gesetzliche Unfallversicherung, Bosch Sensortec, Evonik, Boehringer Ingelheim Pharma, Fraunhofer Institut, Philips

Address

Friesenweg 4, Haus 12 22763 Hamburg

Phone

+49 (0) 40 22 82 10 57

Email

info@tract.de