Access Evolution: Simplify the Review and Renewal of Procurement Contracts
Your organization likely has dozens of contracts with vendors and/or customers, most of which need review on a periodic basis. Paper forms-driven workflow makes this a slow, reactive process, not to mention the costs of managing hard copies. Documents can also be lost.
Organizations like yours are overcoming these obstacles with Access’s vendor management solution, powered by Access Evolution.
With Evolution, a powerful online forms and workflow suite, your procurement team is notified when a contract renewal data is imminent. They can then easily access this and supporting documents, to which Evolution applies vendor or customer information from your databases. Upon completion of your review and the application of a digital signature, you can either e-mail the contract securely or make it available via a web-based portal.
Once the relevant approvals are obtained, Access Evolution intelligently extracts data and uses it to update the appropriate record in the procurement management module/s of your enterprise resource planning (ERP) system. Evolution also sends a notification e-mail to the appropriate team member/s, and auto-indexes a copy of the forms in your document imaging or enterprise content/document management (ECM/EDM) system for easy review. Intelligent business logic can auto-route certain documents for a higher level of approval.
You can also use Evolution to complete a vendor evaluation form and pass this through paperless workflow for review.
Benefits of this proven solution include:
- Create a seamless, paperless contracts management process
- Work more collaboratively, proactively and securely with contracts
- Improve communication with employees, customers and vendors
- Eliminate version control issues
- Collect validated information and interface it directly into business system records
- Archive copies of forms in the ECM/EDM system via native integration
- Safeguard the privacy of employee, vendor and customer information
- Create standardized workflows that support compliance with legislation and internal policies