CP-33: Costpoint Contract Management Overview...• Contracts Overview Click-thru • Customer,...

CP-33:Costpoint Contract Management Overview

Panya Chua, Deltek

Agenda

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• Contract Management System and Process Overview

• Manage Opportunities

• Organizational Conflict of Interest

• Manage Contracts

• Manage Subcontracts

• User Defined Fields & Reporting

• Summary/Q&A

• Learning Options

Contract Management Overview

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Automating the entire contract management process with Deltek

Search Pursue Capture Initiate Invoice

Find the best opportunities for

you with GovWin IQ

Automatically create

opportunities in Costpoint from

GovWin IQ

After winning, create contracts

Projects can be initiated from

either opportunities or contracts

Project teams can start delivering while finance

recognizes revenue

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Contract Management Process

Opportunity Management( with OCI )

Contract Management Subcontract Record

GovWin IQ Costpoint Projects

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Direct P

roject

Manage Opportunities

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• Search for Opportunities that are a fit for your organization

• Add directly to Costpoint Framework for internal tracking

• Quick access to GovWin IQ Analyst updates

– Kept separate to prevent overriding your information

• Schedule refresh from IQ or refresh on demand

• Track GovWin IQ Key Dates & Key Contacts

Send IQ Opportunities to Costpoint

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• Input Opportunities from IQ or Manually Enter

• Identify pipeline stages and key milestones

• Track Bid and Proposal costs

• Link teams of prospective vendors and employees

• Review proposal and document regulatory provisions and key milestone dates

• Attach RFP related documents to the Opportunity

Opportunity Tracking

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• Track the Opportunity through the various stages of your pipeline

– Define the picklist of pipeline stages to match your business process

• Identify Opportunity Source, estimated POP, and Status Notes

• Opportunity Value with Win Probability to calculate Weighted Revenue

• OCI Status

Opportunity Status

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• Track Activity Types, Dates, Owners and Status

• Connect Activities to Customers

• Record Activity Notes

• Track Activities related to:

– Opportunities

– Contracts

– Subcontracts

– Conflicts of Interest

Activity Tracking

Organizational Conflict of Interest

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• Record information around conflicts of interest to help with your mitigation plan

• Records are linked to Opportunities

• Track and search on OCI review and clearance dates, key terms

• Attach relevant documents and track activities

Organizational Conflict of Interest

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• Link all Projects associated with OCI record

• Track employees and vendors directly involved with conflict

• Associate relevant documents

• Provides 360o view and management of OCI

OCI Flow Down

Contract Management

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The Chicken or the Egg?

• What comes first: the Contract or the Project?

• We provide the flexibility for your organization to decide what makes most sense for your business

• Neither is dependent on the other being created

• Tight integration with bi-directional flow of data between the two records

– Utilize Costpoint Security settings to grant Read-Only access to certain users

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Option 1: Contract Set up then Project Set up

1. Set up Contract in Manage Contracts

2. Set up Project within Contract

Record via “Project Initialization”

• Same as Mass Add

3. Project is automatically created and linked to Contract

Option 2: Project Set up then Contract Set up

1. Set up Project in Projects• Manage Project User Flow • Mass Add

2. Set up Contract in Manage Contracts

3. Link the Contract ID to the Project

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• Central Repository for key non-financial contract details

• Insight into the financial status of the Contract

• View Project Status Reports for projects linked to contract

• Attach all Contract-related Documents within each record

Manage Contracts

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• Subtask in Contract Record for Project Set-up

a) Utilize Mass Add Template Project format

b) Set up Templates for each contract type

Project Initialization

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Projects Linked

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• Log Modifications in Project OR Contract

• Bi-directional flow of data

– Security Rights

• Log Admin Mods in Contract only

• View at each level of a linked project WBS

Modifications

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• Capture and manage key contract details and provisions

– CAS Covered

– DPAS Rating

– Service Contract Act etc.

• Contracts & Accounting can collaborate

• Searchable & Reportable

Contract Info

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• FAR & Supplemental Libraries

– Get started with FAR & DFARS Library

– Administrators are able to add and manage library

– Track specific clauses and provisions to a contract

– Option Load Predefined Rows – copy from IDIQ or other Contract

• Flows down to Subcontract

• Ability to add additional agency supplements

FAR/Supplemental Clauses

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• Make sure your Contracts get closed out!

• Built-in Checklist of Closeout items

• Identify if it’s completed or N/A, when it was completed and who it was completed by

• Track how Classified Materials, Government Property and Patents are closed out

• Final Acceptance once the contract is fully closed out

Contract Closeout

Manage Subcontracts

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• Manage non-financial details of Subcontract Agreement with your Vendors

• Ability to link Opportunities, Contracts and Projects

• Insight into financial status of Subcontract Project

• Identify Vendor Employees supporting subcontract

• Attach NDAs and other agreements; capture expiration dates and ensure they are active

Manage Subcontracts

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• Manage key subcontract details

• Security Requirements, ITAR Status, NAICS Codes

• Business Classification Requirements specific to agreement

Subcontract Info

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• Copy clauses from Prime Contract

• Determine what is Applicable to Subcontract

– Ensure Vendors are aware of their responsibilities

FAR/Supplemental Flow Down

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• Link Requisitions and Purchase Orders from Procurement Module to the Subcontract Agreement

• Full visibility within one repository

– Hyperlink to access PRs and POs

Requisitions & Purchase Orders

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• Evaluate Vendors based on their performance

• Define objectives for four categories

– Responsiveness/Innovation, Customer Service, Financial, Relationship

• Establish a rating and score

• Score is calculated and a grade is provided

• Perform multiple evaluations over the course of a contract

Vendor Rating System

User Defined Fields & Reporting

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User Defined Fields (UDEF)

Can save out of sequence

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• Word Templates

– Create Forms or Reports using Microsoft Word

– Similar to Mail Merge

– Examples:

• Contract Briefs

• Limitation of Funds

• Vendor Address List

Word Templates

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• Contracts/Subcontracts

– Contract Backlog

– Contracts by Administrator

– Contract Vehicle

– View Financial Info

– Subcontract Inquiry

– Vendor COI & NDA Expiration

• Opportunities

– Current Pipeline Report

– Days Open Report

– Win Loss Report

Reporting

Summary

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• Contract Management System and Process

• Manage Opportunities

• Manage Contracts

• Manage Subcontracts

• Reporting & Outputs

Questions?

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• Help | Video and Learning Aids– Videos | Contract Management

• Contract Management Overview

– Click-Thrus | Contract Management Click-Thrus

• Contracts Overview Click-thru• Customer, Vendor and Employee Overview

Click-thru• Contract Management to GovWin IQ

Integration Overview Click-thru• Opportunities Overview Click-thru• Org Conflict of Interest Overview Click-

thru• Subcontracts Overview Click-thru

– Videos | Administration• Approval Workflow Model• Using the Word Template Add In

• Deltek University - https://education.deltek.com/learning

– Contract Management: Data Flow Between Modules

– More coming…

Learning Options – Help

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