Contract Management Paper to Paperless

•

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Queensland Rail maintains over $6.9bn in total assets across 6500km of track and 216 stations across Queensland to facilitate over 50 million customer journeys across their network. Hear about how QR has transformed from managing their procurement and revenue contracts in disparate systems to managing their contracts centrally within Ariba Contract Management to create efficiencies in management of key contract tasks, dates, reporting, and supplier management.

Business

Contract Management
- from Paper to Paperless
Paul MacBeth – Senior Manager, Contracts and Supplier Relations

CMS Stakeholder Presentation Pack
05.03.2013
Presentation Outline
• Queensland Rail’s journey from managing it
procurement and revenue contracts in disparate
systems to managing its contracts centrally
within Ariba Contract Management to create
efficiencies in the management of key contract
tasks, dates, reporting and supplier
management.

QR Overview
• Who are we?
• My role, my team
• Centralised procurement
• Centre-led contract management
• SAP ERP

The catalyst for change
• Company separation issues
• No visibility of contracts
• 5 disparate systems
• Examples of poor contract management

The case for a CMS
Mandated by
Contract
Management
Standard
TRIM is not the
solution
Exposed to
commercial,
legal and
financial risks
Uncontrolled
variations
Lack of contract
governance
Examples of
poor contract
management
practices
2, 800 active
contracts worth
>$5.7B
Business Risk

Functional Requirements
Electronic
Reminders
Contracts
Repository
Automated
Workflows
SAP Integration
Vendor
Management
Variations and
Extensions
KPIs and
Deliverables
Reporting
Templates and
Processes
Securities and
Insurances

What did we achieve? Why?
• Implementation of Ariba CMS and SIPM
• Integration with SAP
• Electronic workflow and storage of contracts
• Automated reminders and alerts
• Task management
• Supplier management

The keys to Success
• Start with the end in mind
• Keep it simple
• Get the right people in the project team
• Get the business involved
• Change management
• Embed the system
• Partnership with Ariba
• Ariba Connect – 24 hr support

Next Steps
• Embedding phase of the project - Now!
• PIR – January 2016
• Develop CM Procedures
• Downstream Solutions – P2P
• The Ariba Network
• Electronic Signatures

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