Automating the Contract Management Process for a Leading Healthcare Network

Case Study: Microsoft SharePoint Contract Management System

Service: Microsoft SharePoint Consulting

Industry: Healthcare, Legal

Company TypeNonprofit

Background:

The legal department of a large U.S. healthcare network with over 100 physicians and clinics was experiencing inefficiencies in managing and tracking the department’s documents, including contracts. The company was only utilizing Microsoft SharePoint’s out-of-the-box functionality. Although portions of their contract management system were up and running, the organization realized they needed help in gaining a better understanding of the full extent of SharePoint’s capabilities. Additionally, they wanted to customize the system to meet their unique needs. The company contacted Aciron for SharePoint consulting services to fast-track development. Furthermore, we would ensure the contract management system was running efficiently and would assist with customization and development of the system.

How We Added Value:

Aciron performed a current state assessment to gain a thorough understanding of the project at hand. This included identifying pain points, the functionality of the current SharePoint system, and the requirements needed for customizing the system. Aciron worked collaboratively with the client’s key stakeholders. As a result, the client decided to take a phased approach to the development of the system. This approach was chosen because it would enable the client to use the system for their most critical needs sooner.

Aciron worked with the client on an extensive requirements gathering phase. During this phase, the Aciron team defined and prioritized the functionality for the application. The Aciron team also developed a series of process flow diagrams and storyboard mock-ups. This allowed the client to gain an understanding of the look and feel of the customized Microsoft SharePoint system.

Aciron created a roadmap for the future development phases of the project to ensure that the first phase of development produced a minimum viable product that the client could start using as soon as possible.

Aciron provided key stakeholders and with regular status updates, delivering complete transparency into the progress of the project. Once development and internal testing were completed, the client was able to perform user acceptance testing (“UAT”). Then, the client provided feedback on the overall design and functionality of the system. The feedback was taken into account during the final implementation of the application. As a result, additional functionality has been added to the system based on the prioritization.

Results:

Aciron designed, developed, and implemented a custom SharePoint contract management system. This system allows the client to efficiently track and manage the company’s contract documents.

The user-friendly and intuitive SharePoint solution also allows the client to aggregate notes on negotiation and contract discussion activities. Additionally, the system automates the contract approval process.

Other features of the contract management system include:

  • Contract status workflow: Allows authorized users to track the contract approval process and provides visibility into any bottlenecks a contract may encounter.
  • Document library: All users who have access to a contract can upload, edit, and save documents.
  • Request change feature: Allows users to suggest changes and edits for contract documents.
  • Contract forms (templates): Standardizes contract documentation through customized templates for each contract type.
  • Discussion board: Allows users to have discussions with one another within a contract.
  • Custom notifications: Notifies designated users of all status changes to contracts. 
  • Advanced search functionality: Enables Export to Excel for user searches.

Aciron developed the system to be scalable and flexible. The customized SharePoint contract management system is anticipated to decrease the amount of time it takes to complete the contract approval process. In addition, the system will improve document organization, increase visibility into the contract approval process, and promote collaboration among contract stakeholders.

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