Electronic Contract File Index

1
Electronic Contract File Index

• Integrating information management systems and
  automating collaborative environments for record
  capture during the contract life-cycle

• National Laboratories Information Technology
  Conference 2009
• Courtenay Turner
• Erin Brown
• Pacific Northwest National Laboratory
• courtenay.turner_at_pnl.gov
• erin.brown_at_pnl.gov

2
Overview

• Integrating business systems
• Automating contract file creation
• Electronic record capture
• Benefits and future enhancements

3
Areas of Opportunity

• Current process
• Paper files
• Minimal collaboration
• Disconnected information systems
• Emails and attachments
• Multiple file versions and duplication
• No central collaborative space or standardization

4
Electronic Solution

• Central standardized collaborative environment
  for enhancing the contract life-cycle
• Web-based Application
• SharePoint platform
• .NET customization

5
Application Architecture
6
Electronic Contract File Index
7
Reference Library Repository
8
Insurance Certificate Repository
9
Preliminary Hazard Assessment Repository
10
Supplier Search
11
Contract File Requirements

• Allow collaboration in team workspaces
• Information systems integration
• Data synchronization
• Automate contract file creation
• Standardized collaborative workspaces  
• Role based permissions
• Contract file index guide
• Support final record storage

12
Automated Contract File Creation
13
Contract File Staging Area
14
Contract File Index Guide
15
Final Contract File Area
16
Benefits Achieved

• Collaboration
• No physical storage
• Central repository for all contract files
• Standardized collaborative workspaces
• Integration with other business information
  systems
• File backup
• Automated role based permissions
• Accessibility and availability

17
Future Enhancements

• Facilitate Electronic Record Storage with
  integration with HP TRIM software
• Expanding collaboration outside the business
• Contract file index guide and final document
  library relationship
• Advanced search capabilities

18
Questions

• Courtenay Turner
• Erin Brown
• Pacific Northwest National Laboratory
  http//www.pnl.gov
• courtenay.turner_at_pnl.gov
• erin.brown_at_pnl.gov