PDF - privacyGUARD

otris CONTRACT
Secure and Efficient Contract
Management for Every Sector
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otris CONTRACT
Contract Management
otris CONTRACT
Contract Management
How do you manage your
business-critical contracts?
Contracts lay the groundwork for every business relationship.
More and more companies are recognizing the potential for
sustainably optimizing workflows, enhancing security and
increasing cost savings in this area through the use of modern
software solutions.
Legal professionals, controllers and purchasers are
“CONTRACT software from otris provides us with an
not the only ones who appreciate the reliability and
excellent solution for web-based administration and
flexibility of CONTRACT. SMEs and major corporations
archiving of our contracts. Fast, simple access to
are also convinced by the system's performance.
contracts across different departments simplifies and
accelerates many of our worksteps.”
No matter what sector you wish to use CONTRACT in,
Annika Aulich, Legal Adviser, blau Mobilfunk GmbH
our software solution will help you efficiently manage
your contracts.
“CONTRACT has helped us create clear responsibilities
and workflows for contract processing. This makes
our daily interaction with contracts more effective and
minimizes risks resulting from a lack of a clear overview
of the existing contract landscape.”
Christian Grüßing, LL.M., Head of Administration
Henneberg-Kliniken-Betriebsgesellschaft
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otris CONTRACT
Contract Management
Secure and Efficient
Contract Management for
Every Sector
CONTRACT helps you effectively manage even complex approval
workflows with version and template management –
whether service, maintenance, rental, sales, cooperation or
support contracts.
Are you looking for a highly modern system that
Do you expect software solutions to dramatically
will allow you to securely and transparently organize
enhance efficiency?
your contracts?
CONTRACT is extremely efficient because it optimizes
CONTRACT offers you a Web-based system for
your cross-departmental collaboration: Digital
centralized contract management and processing. All of
transmission of documents and follow-ups and task
your documents, information and additional enclosures
delegation help you overcome organizational hurdles.
are organized into digital contract types and can be
This saves both time and money.
located quickly and easily. The status of information
is always current and uniform for everyone involved.
Do you want to minimize risks and implement an
Detailed read and write permissions guarantee secure
optimal deadline checking process?
handling of confidential contract documents.
CONTRACT provides you with a global deadline
calendar. Deadlines, notices or prolongation options
are automatically monitored. You receive all of the
necessary information and warnings well in advance
and are protected from unnecessary risks.
otris CONTRACT
Contract Management
“We were able to implement the otris solution quickly and successfully and users accepted it right away. We highly value the ability
to expand the solution and the quick, courteous service.”
Meike-Uta Hansen, General Manager Procurement, Head of Purchasing, TNT Express GmbH
Are you looking for a highly cost-effective system?
“The system is so well-conceived that even the standard
version of the software meets nearly all of our
CONTRACT saves you time by centrally organizing
requirements.”
contracts, providing transparency with instant access
Monika Furtmann, Rose Versand GmbH
to all contract information and the security of knowing
that all appointments and deadlines will be kept. These
“No adaptations were necessary because the contract
are just some of the factors that guarantee a rapid
management system offered satisfied all of our users'
return on your investment.
demands.”
Do you need a high-performance standard
associated with the Max Planck Society
Helmut Kolz, Head of Purchasing, caesar Foundation,
application?
The basic version of CONTRACT provides all of the
processes required for modern contract management.
This solution is ideal for companies interested in
initiating a digital contract management program.
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otris CONTRACT
Contract Management
Workplace with contract document
in a digital contract folder
Would you like to expand your basic software
version with additional modules?
“CONTRACT is a modern, well thought-out system.
Authorized users have all of the relevant data
available to them in a single overview. The flexibility is
CONTRACT can be optionally expanded. If desired, the
impressive; this is a great advantage, especially when
system can grow right along with your business – all
creating custom forms.”
the way to an application that even large corporations
Jan Merzweiler, IT Director, Central Institute of Mental
can use to coordinate their contract management
Health, Mannheim
processes worldwide.
“Even employees who aren't quite as computer savvy as
Do you expect flexibility when it comes to
others are absolutely pleased.”
optional add-ons?
Dr. Gabriela Stukenborg, LL.M., General Counsel Corporate
Legal Affairs & Compliance, Siegwerk Druckfarben AG
The basic concept behind CONTRACT can be extended
to include further business processes and offers a
number of options for creating, editing and effectively
managing documents or workflows within your organization. This is all made possible by freely definable
forwarding scenarios or workflows that can be graphically modeled. You can enhance the system at any
time to include options like asset management, digital
personnel files, invoice or order processing, incoming
mail or customer relationship management (CRM).
otris CONTRACT
Contract Management
“The otris solution impressed us due to its user friendliness, a
look and feel similar to Microsoft Outlook and SharePoint and
its performance capability.”
Jochen Fries, IT – Manager HOCHTIEF Aktiengesellschaft
Do you have special requirements? Do you need a
Do you expect a clearly arranged, easy-to-operate
custom-tailored, individually programmed solution?
program interface?
otris software AG has specialized in developing Web
Modern software applications must be conceived in a
applications for business process management since
straightforward, user-friendly manner in order to be
1998. Our extraordinary expertise in the field of appli-
successful. After all, as a user you should be able to
cation development enables us to make your wishes
work with the system intuitively without spending too
reality using today's most modern methods. We create
much time familiarizing yourself with the program. In
contract management solutions that reflect the state of
the CONTRACT interface there is a place for everything
the art – today and in the future.
and everything is in its place, making it easy to learn
how to use the program.
Would you like a system that you can design and
adapt yourself?
Do you expect smooth, future-proof integration in
your IT landscape?
A unique feature of CONTRACT is its extremely flexible architecture concept. It allows you to add further
Thanks to Web technology, there is no need to install
contract types in no time or define new contract
the system on user workstations. CONTRACT is
structures using additional fields/metadata. The design
platform-independent and is integrated directly into
wizard lets you conveniently design your user interface
your IT environment via a central database – without
with a click of a mouse via the Web.
creating any complications.
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otris CONTRACT
Contract Management
“When selecting a suitable system, we placed a special
focus on a variety of qualitative criteria along with the
costs. In particular the system architecture, the features
and the user friendliness of the system was what
convinced us to choose CONTRACT.”
Dr. Erich Groher, Purchasing Director, Deutsche Apotheker- und Ärztebank eG
Do you expect an adaptive licensing model?
“The straightforward, transparent licensing system
was a key argument.”
Our flexible licensing model is affordable for you
Dr. Anton Platt, Chairman of ROUTEX
– even if you have a large number of system users –
because we combine named user and concurrent user
licenses.
“We were able to optimally replicate our company's
organizational structure within CONTRACT.”
Rolf Konrad, Central Purchasing, Trilux GmbH & Co. KG
Do you want a competent partner who will also be
there for you after your system has been implemented?
Take advantage of our practical experience from
hundreds of projects. With our best practices we are
not only available for you during the implementation
phase of your contract management system. We also
offer you ongoing consulting services and, if desired,
we provide you with support all the way to a complete
transfer of your solution administration or hosting.
otris CONTRACT
Contract Management
CONTRACT offers you:
• Quick location of information and
documents through convenient
search and filter functions
• Replication of corporate
structures, hierarchies and
responsibilities
• Management and versioning of
all contract-related documents
and correspondence
• Extensive DMS functions, such as
versioning and check-in/
check-out
• Secure handling of confidential
contract documents
• Logging of access and activities
• Monitoring of contract validity
periods including escalation
options
• Complete system administration and the individual design
of the program is conveniently
managed via a Web browser
• Uniform appointment and deadline calendars for all contracts
• Flexible creation of evaluations
and reports
• Compliance with notices and
prolongation of contracts
• Innovative links to SAP or other
ERP systems
• Overview of contract costs and/
or earnings
• Specific allocation of rights at
the contract, contract type, user,
user group or organizational unit
level
• Convenient search and filter
functions with full-text search
• Expansion capability to a
complete document and business
process management system
• Secure, smooth integration
of third-party systems and
• Detailed information on contract
partners and suppliers
• Support from creating contracts
through to signing
• Follow-up/e-mail reminder
functions for deadlines and
appointments
databases via standardized Java
or XML interfaces
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otris CONTRACT
Contract Management
Expand Your Horizon –
CONTRACT Modules
at a Glance
Expand your CONTRACT application with high-performance
modules. Design your own individual contract management
environment based on your needs.
Client management
LDAP linking
The client management module allows the mapping of
The LDAP linking module allows users to log on to
additional authorization structures for the storage of
CONTRACT using passwords from other applications.
and access to contracts on the basis of organizational
This is achieved through authentication by Microsoft®
hierarchies or corporate structures.
Active Directory service, for example. Single sign-on
support is provided.
Controlling
With the controlling module, payment schedules, finan-
Encryption
cial liabilities and revenue can be created, displayed in
The encryption module allows documents that are
charts and tables, evaluated and exported into Excel
integrated into CONTRACT to be stored with 256-bit
workbooks.
encryption (AES process) in a directory on the server.
otris CONTRACT
Contract Management
“The CONTRACT system for contract management
convinced us with its simple use and individual
customization capability.”
Dr. Holger G. Syrbe, Corporate Development and Legal Department Deutsche
Amphibolin-Werke von Robert Murjahn Stiftung & Co KG Ober-Ramstadt
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otris CONTRACT
Contract Management
Workflow Engine
The evaluations can be output in the corporate design
The Workflow module consists of the Workflow
of the customer as well as customized, common output
Engine and an add-in for Microsoft® Visio®. The
formats and diagram types. On request REPORTING
Workflow Engine controls the workflow functionality
automatically and regularly generates all reports for
in CONTRACT and allows business processes to be
freely definable e-mail distribution lists.
displayed graphically in combination with the Visio®
add-in. The basic version of CONTRACT already allows
Certified Archive Component
linear send processes to be mapped.
CONTRACT is now augmented with a powerful longterm archive thanks to the integration of the otris
The Workflow Engine also allows complex workflows
Archive Component. KPMG has certified the Archive
(e.g. workflows with feedback and decisions based
Component, which enables revision-proof archiving.
on field values) to be mapped. For development in
This allows CONTRACT users to take advantage of
Visio®, all user and mapping definitions and the entire
today’s most modern archiving functionality - all in full
structure for the assignment of rights can be accessed.
compliance with legal regulations and guidelines.
Business processes are integrated into CONTRACT and
are automated. Signal inputs control the automated
The otris Archive Component (EAS / Embedded Archive
sending of e-mails. Other systems are linked via open
Storage) was certified according to the IDW PS880
interfaces.
“Issue and Use of Software Certifications” auditing
standard of the German Institute of Auditors (Institut
CONTRACT SAP Connector
der Wirtschaftsprüfer). The otris Archive Component
As a bidirectional interface, the SAP Connector allows
also satisfies commercial and tax law requirements.
business and contract partner contact data to be
These include the Generally Accepted Accounting
transferred from SAP and contracts to be transferred as
Principles (GAAP), Generally Accepted Accounting
link references to SAP. Further application scenarios are
Principles in Computer-Assisted Accounting Systems
available by arrangement.
(GAAP-CAAS), the Principles of Data Access and
Auditing of Digital Documents (GDPdU) and the German
REPORTING with report designer
Data Protection Act. The KPMG certification is valid in
REPORTING is a Business Intelligence solution inte-
Germany, Austria and Switzerland.
grated into CONTRACT. With REPORTING, any data can
be retrieved from CONTRACT and external sources
in the form of reports. In addition to the evaluations
already included in the basic version of CONTRACT,
customers can use REPORTING to create customized
evaluations based on specific criteria.
otris CONTRACT
Contract Management
Seal of Approval
Contract Management
Excerpt from Our List
of Customers
Sanofi-Aventis Deutschland GmbH, comdirect bank AG, Pioneer Asset Management S.A, HOCHTIEF AG,
Deutsche Apotheker- und Ärztebank, blau Mobilfunk GmbH, Landeshauptstadt Düsseldorf, Haspa-DIREKT,
Rudolf Wöhrl AG, Siegwerk Druckfarben AG, Deutsche Amphibolin-Werke von Robert Murjahn Stiftung
& Co KG, Funkwerk AG, Information & Technik NRW, Henneberg-Kliniken-Betriebsgesellschaft mbH,
Dow Wolff Cellulosics GmbH, Sartorius Corporate Administration GmbH, Zentralinstitut für Seelische
Gesundheit, Mindjet GmbH, Inter-Union Technohandel GmbH, TDS Informationstechnologie AG. EmslandStärke GmbH, HEW-KABEL GmbH & Co. KG, Austrian Institute of Technology, Weidemann GmbH, Kliniken
der Stadt Köln gGmbH, Trilux GmbH & Co. KG, Gameforge AG, Rose Versand GmbH, Stiftung caesar,
assoziiert mit der Max-Planck-Gesellschaft, Routex, Lippische Landesbrandschutz-Versicherungsanstalt,
Medizinischer Dienst der Krankenversicherung in Bayern, Satisloh GmbH, Sostmeier GmbH & Co. KG,
SÜSS MicroTec, Zoo Leipzig GmbH, Arkema GmbH, Evangelisches Krankenhaus KEH Berlin, Ypsomed
AG, TeraGate AG, Physikalisch-Technische Bundesanstalt, HOERBIGER Holding AG, VZnet Netzwerke
Ltd, Einkaufsgemeinschaft Kommunaler Krankenhäuser eG im Deutschen Städtetag,
KYOCERA MITA
DEUTSCHLAND GmbH, TNT Express GmbH, HeidelbergCement AG, Fujitsu Technology Solutions GmbH,
ALTANA AG
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otris CONTRACT
Contract Management
otris software AG is a leading manufacturer of Web-based software
solutions for contract and document management. The Dortmund-based
company has created applications that sustainably improve business
processes and increase cost effectiveness since 1998.
Additional product range highlights include modular solutions for
workflow systems, CRM, data security and complaint management.
Individual project solutions and comprehensive consulting and service
solutions complete the portfolio.
Over 40 employees support customers throughout Europe from the
company's headquarters in the heart of the Ruhr metropolitan area.
otris software AG has cooperation agreements with leading technology
companies such as IBM, Dell and Microsoft. otris combines a long-term
cooperation in the areas of development and sales with
EASY SOFTWARE AG and its partners.
otris CONTRACT
Contract Management
Contact
Would you like to learn more about our CONTRACT
contract management system?
Call us to arrange a no-obligation appointment. You can
reach the CONTRACT team at +49 (0)231 958069-50.
Or send us an e-mail at contract@otris.de
Visit our Web site at www.otris.de/contract to
extensively test a demo version of CONTRACT.
We also look forward to your visit. Our offices are
located in the Harenberg City-Center, directly adjacent
to the Dortmund central railway station. The location is
among the most modern office sites in the region.
We look forward to meeting you.
15
Königswall 21
44137 Dortmund, Germany
Phone +49 231 95 80 69-0
Fax +49 231 95 80 69-44
www.otris.de