ContractmaX is a comprehensive and sophisticated supplier and contract management and invoice processing application that will significantly reduce risks whilst improving efficiency. The advanced features delivered by ContractmaX will enable you to store and view complete up to date records of your supplier’s bonds, licences and insurance cover, dramatically reducing your business risk. It provides browser based facilities which access a central database and a document repository to fully monitor and control all associated activities.

Summary Information

Effective Contract Management is an essential part of any project, yet this important task is frequently made even more complex by the difficulty of correlating information from various sources, both internal and external.  ContactmaX takes essential related information from all of these sources and makes it available through a main control centre facility called a “Dashboard”.

By accessing and maintaining all subcontract related information through this facility it provides a simple yet consistent view of all agreements, payment and performance bonds, letters of credit, subcontractor invoices, purchase orders, accounting information, cash flow forecasts and budgets, subcontractor correspondence, payment certificates and package / agreement variations to the workscope.

The system caters for multiple projects, companies, subcontractors, agreements and packages of work and currencies and also has a library facility to enable the storage and retrieval of any pertinent peripheral information that needs to be available to the user. This can be in the form of company policies and procedures, particular instructions relating to the subject of subcontract management or it can be used to catalogue subcontract related reports for viewing by senior management.

Reduce Risk and Increase Profitability Use this application to enhance your controls and increase your productivity. Control and accuracy is particularly important when ensuring your subcontract agreements are up to date and you are using the most relevant clauses within the agreements that are issued to subcontractors. ContractmaX uses a Contract  Agreement Library facility so different types of contractual agreement can be registered and utilised in subsequent projects.

Complete contract agreements and individual clauses can be revised and approved to ensure the most appropriate format, and content, of the agreement is fit for purpose and relevant to the type of work covered by the agreement. Contract “header information”, for example participating companies, names, addresses, start and finish dates etc. are catered for as is the capability to create and maintain appendices to each contractual agreement.

Contract Agreements obtained from the standard library can be copied into each project and then supplemented with the relevant client, contractor and workscope information. Once printed, approved and signed and initialled by all parties the document can then be scanned and made available within the application from the Dashboard facility for reference purposes.

Other reference information that may be created out with the control of the contract department can also be made available for referral and control purposes from the Dashboard. This includes, but is not limited to, advance payment bonds, performance bonds, letters of credit, purchase orders, accounting information, cash flow forecasts and budgets, subcontractor correspondence and contractual agreement variations.

Enhance Supplier and Contractor Relationships

Good suppliers and contractors can be hard to find and retain. You may want to build strong relationships by consistently paying contractors in a timely manner. This can be easily achieved with facilities within ContractmaX to identify invoices not yet processed or paid, the ability to process multiple invoices per payment certificate, handling multiple currencies, reviewing the cash flow forecast, monitoring budgets and controlling cumulative, scheduled and milestone payments.

It is also simple and easy to obtain information to share with contractors, keeping them informed of the current status of cost reimbursements and providing accurate estimates for when they will be paid.

Application Users

The users of this application can be a dedicated contract department who is responsible for the control and management of all contracts.  Alternatively they can be project personnel with specific responsibilities for a project, subcontract agreement, package / workscope, supplier / contractor or other groups or categories which are user defined and controlled i.e. type of work, discipline, location etc.

If required the different subject areas and functions within the system can be secured to particular user roles and individual personnel. This enables cross departmental access and use of the system to provide a comprehensive picture of the contract and its associated information.

These separate and distinct types of usage may be required in the areas of :-

Ø	Contractual / Legal for the formulation of the contract agreement and its clauses
Ø	Procurement for making purchase order information available
Ø	Project Engineers / Quantity Surveyors for workscope definition and workscope variations
Ø	Accounting / Cost Control for processing of contractor invoices and payment certificates
Ø	Commercial Management for cost monitoring, control of budgets and workscope / cost variations
Ø	Project Management for progress monitoring and workscope variations
Ø	Senior Management for review and monitoring of the subcontract function

Ø	A single control centre (the Dashboard) increases efficiency and productivity with all relevant information easily accessible
Ø	All relevant internal and external documentation can be linked to the project, contract and package / workscope for ongoing operational and reference purposes
Ø	Reduced duplication of effort due to a single storage location for all information  Caters for multiple, and an unlimited number, of projects, suppliers, contractors, agreements / packages, invoices, payment certificates, purchase orders etc.
Ø	All communications and correspondence with the suppliers and contractors can logged, stored and retrieved for review and action
Ø	User has the ability to define and control stages, approval statuses, categories, work types, priorities etc.
Ø	The application records and controls workscope / package variations and also has budget, firm / quoted, and final amount tracking
Ø	There is full control over the contractual agreement content and clauses, also includes revision and approval tracking of agreements and clauses
Ø	Export to Excel feature on all “list screens” to facilitate transfer of information with external systems and parties, production of graphs etc.
Ø	Detailed and summary payment reports available which show details of subcontractor invoices, proposed payments, actual payments etc.