Supplier Management &

Contracts Management

A suite of Contracts Management software including Contracts Compliance, Supplier Management and Supplier Due Diligence.

Functionality

Trivaeo Contracts Management is a complete suite of applications to manage Suppliers and Suppliers Contracts.  Starting with the addition of a single contract, users can then complete full details of the underlying Supplier in each case.  Then they may proceed to perform Due Diligence on these suppliers and complete their activities across this suite with Supplier Compliance.  The result is holistic management of contracts, their underlying suppliers and the activities that prepare an organisation to renew a contract or draw from diligence and compliance feedback in any negotiation.  The suite also manages alerting of businesses to contract expiries, thereby significantly reducing the risk of finding a critical supplier contract has timed out or expired just when it was needed the most.

Features

  • Manage the contract as the instrument of the supplier relationship
  • Manage the suppliers that are affected by the Contracts
  • Conduct rich due diligence on Suppliers at any time
  • Test Suppliers for their Compliance with your business requirements
  • Enhanced Reporting that draw your eye towards contracts that need attention
  • Featured Contracts Tracker 'build your own' report engine
  • Real-Time Dashboard Widgets

Benefits

  • Directly coupling of contract management and supplier management together improves operational oversight
  • You are reminded of renewals before its too late to get working on them
  • Improve your Compliance process so no key questions remain unanswered
  • Integrated Task Management ensures due diligence and other core activities are done, on time too
  • Create consistency behind your supplier and contract management policies
  • Easily assess the overall risk of any contract and supplier combination
  • Spend time DOING not LEARNING

Many organisations use 3rd party suppliers as a foundational element of the core business.  The suppliers may provide a mix of product or services upon which the business itself is entirely dependant.  A significant element in managing the risks associated with 3rd parties being responsible directly or indirectly for a businesses own service levels is to use a suitable contract management framework that also embraces compliance and due diligence into its routines.  This is exactly what this suite of applications provides.  Whilst feature rich it is entirely intuitive to use. You don't need to be a full blown contracts manager or supply chain lead to make effective use of this suite.  You simply need to care about your businesses service levels and have an ability to care about managing the risks and benefits of a diverse and relevant supplier ecosystem.

What does the Contracts Management suite do?

The main focus of Contracts Management

Contracts Management provides a framework that allows a business to readily manage their contracts and the underlying suppliers.  It is extended into two additional branches of functionality with Supplier Compliance and Supplier Due Diligence.

A natural workflow is enabled within Contracts Management that requires the business to follow a simple routine supported by alerting and notifications that ensure that no business suddenly finds itself unprepared for a contract negotiation, or a renewal or a review.

The solution typically assumes the following approach is taken to use of the modules and components within it;

Step One

Contract Management

Create new contracts or edit existing ones whilst managing all key contract nomenclature including the supplier/entities concerned, the type, service levels, budgets, all relevant dates and terms.  Tie them quickly to your own affected products and services and define for each contract its notification settings and periods.

Step Two

Supplier Management

Having detailed the outline (if new) of any contract you then add the details of the affected supplier. You establish strategic rankings, tiers and create the link to the underlying contract instrument.  You can also detail escrow contact as well as opex and capex planned spending.  You can also directly attach Non Disclosure Agreements where relevant.  On an ongoing basis record details of briefings (internally derived) and record details of all communications that form part of strategic review meetings or events.

Step Three

Supplier Due Diligence

Use activities and templates to capture the complete set of activities necessary to conduct due diligence on a new supplier/contract and assign tasks with alerts to complete due diligence effectively.  This enables a larger part of any organisation to have an active part to play in conducting due diligence.  Set your own Risk Status as a whole by simply reviewing the status of tasks to secure the due diligence.

Step Four

Supplier Compliance

Define your own Compliance Questionnaires and obtain an instant view of Risk as a blended assessment of risks versus the answers provided across the board by any supplier.  Whilst not a true 'Risk Management' product in its own right it does provide a combined 'velocity' of risk from a Compliance perspective.  Compliance and Due Diligence may be conducted as two separate phases or blended together if so desired.
The process may be used when first establishing a new contractual relationship with a supplier and then used again routinely within supply chain management reviews, contract renegotiations and other reviews.  An important function of the software is related to tracking contracts, their age and defining parameters and to notify relevant delegates in good time to prepare for a renewal or the expiry of a contract.  Once a contract is live and active the Compliance and Due Diligence functions have a powerful role to play in managing the relationship over time.  The solution is even extended to allow the business to make casual notes about critical path issues, service levels and events that occur during the 'relationship with the supplier' so that these events may be reviewed in quarterly or other supply chain management reviews.  If a supplier is routinely breaking their service level commitments then it must be possible for those renegotiating the contract to bring these events, with their data, to bare in a review meeting. This adds strength and 'position' to the negotiations.

What makes Trivaeo CRM Applications unique?

  • Enhanced Contracts Management
    Top down control of contract details, linked contracts, assets, contacts, events, checklists, notes, files/attachments, alerts and notifications, products, penalties, projects and full history
  • Supplier Management
    Monitor your suppliers with the ability to record 'briefings' about each supplier and track the items to be raised in any strategic review meetings
  • Mine for savings
    Use contract and supplier lifecycle management practices to negotiate savings in the next renewal phase
  • Freeform Compliance
    Define your own Supplier Compliance review questionnaires and get a blended risk assessment of compliance
Hassle Free
  • Enhanced Diligence
    Use templates and activities to assign tasks across your organisation that will help you conduct rich due diligence activities even across multiple departments and resources
  • Drag and Drop
    Due Diligence 'actions' are drag and drop based so you can see exactly how complete due diligence is even over a large range of actions in multiple places
  • Alerts & Notifications
    All relevenant application areas are task management enabled so your supplier and contracts personnel can assign tasks across the enterprise to ensure the job gets done well and on time
  • Rich Reporting
    See what needs attention when it is most needed. Create your own custom contracts and supplier management reports with our 'Contracts Tracker' engine
Log in and go! No 300 page user-manuals. Each app has an embedded video on it showing you how to use it. Get instant insights on how to get the most out of each application area. Trivaeo users are part of a global community that vote on features and functionality you would all like to see in the application so you truly have an active stake in how it works for you over the short and longer-term.  There is no installation fee, no setup fee, no professional services. No maintenance contracts.  No hardware, no installation scripts and no additional external commercial 3rd party add-ons to surprise you.

Power features to make your work easy

Drag and Drop Actions and Tasks

Managing Actions and Tasks is a breeze

Define complete sets of activities and tasks for due diligence and see how complete you are at any time. Drag and Drop actions as you complete them or work your way through them.

Create your own forms

Even complex compliance can be done accurately

Easily define your own Supplier Compliance Forms and assign the risk against each question answered easily

Report Builder

Define your own customised contract reports

Use the Contract Tracker report builder to easily build your own customised snapshots for easy reporting. Instantly export to PDF, Excel, image etc or print the results

Contract Manager

Highlights

  • Top Level Contract Info
  • Contract Linking
  • Link to Assets
  • Manage Contract Contacts
  • Manage Contract Events
  • Manage Checklists & Milestones
  • Manage Contract Notes
  • Add files & attachments
  • Assign Tasks to Others
  • Alert Others Automatically
  • Link to your Products
  • Track and Manage Penalties
  • Link to Project Management
  • Full Audit History

Supplier Manager

Highlights

  • Top Level Supplier Info
  • Manage Supplier Briefings
  • Document Strategic Review Meetings
  • Estimate CAPEX / Opex
  • Track Escrow
  • Forecast Savings
  • Store Non Disclosure Agreement(s)
  • Full Audit History

Due Diligence

Highlights

  • Top Level Due Diligence Tracking
  • Summarise Current Risks
  • Complete Actions Management
  • Complete Tasks Management
  • Drag n' Drop Actions & Tasks Dashboard
  • Setup Alerts & Notifications
  • Add Notes
  • Add attachments
  • Full Audit History

Compliance

Highlights

  • Quick Compliance Matrix
  • Define your own Compliance Forms
  • Assess Compliance Risk
  • Track Mitigating Actions & Ownership
  • Easy Export in multiple formats
  • Quick Search
  • Quick Print
  • Add attachments
  • Full Audit History
Functionality

The Contracts Management App at a glance

Quick Navigation

Get to what you need, fast
The quick nav allows you to quickly navigate through all applications and sub-applications easily and quickly

Dashboard

See what you need, fast
Each user has their own dashboard showing what needs their attention including calendar events (from tasks or meetings) and any impending renewals that they are responsible for.

Contracts

Create and Manage Contracts
Create new contracts or administer existing ones here with the ability to link contracts, tag assets involved, review contacts, events, checklists/milestones, add notes, files, attachments, assign or alert others, assign to your products, add penalties or even blend with relevant projects!

Compliance

Conduct Supplier Compliance readily
Create your own compliance questionnaires then interview your suppliers and assess the overall risks of their ability to be compliant with your businesses needs

Supplier Manager

Manage your Suppliers
Don't forget to assign the label and status of 'Supplier' in CRM so that you can add suppliers to your contracts! Record details of briefings and plan your strategic review meetings whilst reviewing historic behaviours

Supplier Due Diligence

Conduct due diligence easily
Create your own activity templates and statuses for all activities associated with due diligence and then use the drag and drop actions dashboard to see how your business is doing in conducting due diligence very efficiently.

Reporting

Predefined or create your own
Handy reports that show you at a glance which contracts are expiring or require attention. Use the 'Contracts Tracker' application to create your own customised views too!
  • Quick Navigation

    Get to what you need, fast
    The quick nav allows you to quickly navigate through all applications and sub-applications easily and quickly
  • Dashboard

    See what you need, fast
    Each user has their own dashboard showing what needs their attention including calendar events (from tasks or meetings) and any impending renewals that they are responsible for.
  • Contracts

    Create and Manage Contracts
    Create new contracts or administer existing ones here with the ability to link contracts, tag assets involved, review contacts, events, checklists/milestones, add notes, files, attachments, assign or alert others, assign to your products, add penalties or even blend with relevant projects!
  • Compliance

    Conduct Supplier Compliance readily
    Create your own compliance questionnaires then interview your suppliers and assess the overall risks of their ability to be compliant with your businesses needs
  • Supplier Manager

    Manage your Suppliers
    Don't forget to assign the label and status of 'Supplier' in CRM so that you can add suppliers to your contracts! Record details of briefings and plan your strategic review meetings whilst reviewing historic behaviours
  • Supplier Due Diligence

    Conduct due diligence easily
    Create your own activity templates and statuses for all activities associated with due diligence and then use the drag and drop actions dashboard to see how your business is doing in conducting due diligence very efficiently.
  • Reporting

    Predefined or create your own
    Handy reports that show you at a glance which contracts are expiring or require attention. Use the 'Contracts Tracker' application to create your own customised views too!

Hints and Tips

 

Hover your mouse over the black dots for access to a quick description or video about each application element.

Notice, each application has a little triange in the botton left corner? This is a link to a video that plays directly in the application showing you how to use each element!


"This application suite was written specifically with the typical needs of small and medium based businesses alike in mind. That said it is being readily used by global organisation too. Whilst feature rich it is not difficult to use and you don't need to be a fully fledged Supply Chain Manager to obtain great benefit from using it.  It has also been designed so that all your staff can be assigned tasks to complete even if they don't have access to the main contracts management application. Share the load and get your colleagues to help you the next time you invite a supplier to join you in a contract to supply you something!"

Dave Tidwell, Chief Operating Officer

The Contracts Managment application suite is really 4 core applications that work in harmony.  With Contracts documented first, even if only the basic information you know when you start agreeing a new contract you can then add the Supplier and then begin the process of conducting your compliance and due diligence activities.  The tight integration with Task Management makes giving out jobs to your colleagues a breeze, even if they don't know the first thing about supplier management or the nitty-gritty details of negotating contracts.  Other key elements include the ability to maintain detailed records of things that happen during the life of a contract so that your business can use this data in its next round of renegotiations, resulting in better services levels or even reduced costs.

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