ATR_Requirements_list_6913G618R200005.pdf

6913G618R200005 Agreement Tool Replacement Requirements

Features General

Web Based Access R Software as a Service (SaaS) R Cloud Hosting services - Must be FEDRamp approved R 508 Compliance R Central repository for all agreements and corresponding documentation R Store a large number of agreements per user R Permission based security access R Attach/Upload virtually any file type (pdf, docx, xlsx, txt, csv, Powerpoint, MS Project, etc) R

Level of expertise to maintain configure

R (Bus User-

Admin) Approximate timeline to complete basic agreement tool replacement project on SaaS

R (30-90 days)

Professional Services avalaible for implementation R

Professional Services avalaible for loading of legacy agreements R Training

Online Help R On-site training R At vendor site training R Web Based Training R

Remote Access Review and approve agreements R View reports R Downloading documents R Editing agreements R

Customizable Navigation Menu Configurable Main Menu navigation links R Assign icons to any navigation link R

KEY:

R-Required Functionality D- Desired Additional Functionality

Set order and hierarchy of links R Activate/Deactivate links R Able to link to external and internal pages R

User/Employee Permissions Add an unlimited number of users R Action based permissions and security R Provide agreement access on a whole, by division or assigned user R Ability to create user-defined user groups/roles R Assign level of access for users (admin, read-only) R

Manage Configuration Settings Configure E-mail Notification Settings R Built-in Schedule Manager to manage all alerts within the application R Provides step-by-step assistance for administrators to setup, configure and manage the application R

Data Flexibility Manage any type of agreement (new, mod, MOU, IAA, RA) R Create custom data fields R Track any important data fields R Admin defined mandatory data fields R Rename fields and help descriptions R Customize data collection by type for easy data entry R

Agreement Data Assign classifications (division, type, status, etc.) R Identify all assigned users/employees R Identify all assigned sponsors/customers (third parties) R Identify any associated locations R Track milestone dates R Manage checklist/To-Do items R Link to related agreements R Delegate and manage tasks, deliverables and receivables R Complete Audit Trail tracking (Who, What, Where, When) R Version control on all attachments and documents R Optional Check-in/Check-out tools R

Relationships/Linking Create unlimited links between agreements R Link agreement terms and renewals together R Link agreements to a Master Agreement R

Link agreements together for any desired reason R Copy Agreements

Allows users to copy agreement information R Allows for copying of attachments and files R

Build Pre-Agreement Requests Allow users to submit requests for agreement creation R

Assign users to groups to receive requests for agreement creation R Members of review groups can accept, reject, or cancel pending requests R Create a new agreement right from information from an accepted request R

Multi-Party Collaboration Email documents directly to any necessary recipients R sponsor/customer agreement collaboration R Secured and permissionable collaboration access E-Signature Capabilities R

Manage the collaboration process Word-for-Word comparison of merged template versions R Use pre-defined tasks to track process flow R Use workflows to track process flow R Automated email alerts of next steps R Use one-off task/email alerts R

Agreement Template Creation

Friendly user interface for managing templates and versions R MS Word export capabilities R PDF export capabilities R PDF watermarks on export R Create and manage using MS Word-like editor R

Insert data-merge placeholders for all agreement related fields R Insert page break placeholders to customize agreement page layout R Specify mergable fields for HTML, word processing, and/or PDF documents R Create and reorder sections for each agreement template R Define rules-based sections & clauses for each agreement template R

Clause Library Centralized storage of approved legal language R Secured and permissionable access R Quickly copy language into templates and/or versions R Designate alternative language clauses with friendly names R

Agreement Versions Create agreement documents & versions from templates R Automatic data merge of agreement data into template's placeholders R Automatically create new version on any change R Secured and permissionable access to managing versions R

Agreement Searching Full text search capabilities for all text-based documents (word, pdf, excel, etc.) R Easily search, sort and filter the repository based on user defined criteria R OCR scanning for paper documents to attach full-text searchable documents R Auto extract text, clauses, dates, sponsor & customer data and auto map to fields R Auto compare extracted clauses, text, fields data and send compliance alerts based on rules. R

Attachment Capablities Unlimited agreement attachments R Unlimited sponsor/customer attachments R Line Item Pricing and Budgeting R Financial Transactions R Spend Management/Cost Control R

Track Purchase Orders, PO Line Items, & PO Allocations against agreement amounts

R- Configura ble

Integrate General Ledger receivables & payables to track actuals versus agreement amounts

R- Configura ble Configurable Alerts

Email alert for each agreement R Email alert for each task R Email alert for each task escalation R Send alerts to unlimited contacts (internal or external) R

Customize body text of emails R Customize schedule for alerts to be sent R Specify statuses for agreements and tasks to prevent email alerts from being sent R

Create and Manage Tasks Track all important data fields R Create any custom data fields R Assign unlimited users to a task R

Task Notification Define task timeframe (start and end) R Define alert date for task R

Task Escalation Define task escalation rule R Define escalation alert date R

Pre-Defined Tasks Unlimited for Agreement Types R Unlimited for Agreement Statuses R Unlimited for Divisions R

Build and Manage Workflows Create unlimited custom workflow processes R Specify field based criteria to initiate each workflow step R

Assign unlimited tasks at each step in the workflow process R Define escalation procedures for each task R Define recurrences for each task R Create hierarchical and/or parallel workflow processes R Specify workflow to auto-initiate on agreement creation if criteria met R

Set workflow to only be checked if the agreement is updated R Customize workflow steps to track compliance according to your business rules/requirements R Workflow tasks to route documents and action items to appropriate parties R Auto-Notify responsible parties by email R

Full Text Indexing Enable/Disable full-text indexing for entire application R Activate/Deactivate full-text catalogs R Searching on indexed files R

Detailed reporting on all indexed files R Bulk Importing

Bulk upload attachments/files and assign them to agreements R Bulk upload application setup data from Excel.csv files R

Field Mapping Mapping of field relationships for auto-creation of agreement meta data R Mapping of field relationships for auto-creation of agreements from a solicitation record R

Subtables (i.e. Financial Information) Create user-defined subtables/grids for agreement records, sponsors/customers, employees R Each subtable can have an unlimited number of user-defined fields R Subtables are fully reportable within the application R Optional SSL encryption (HTTPS) of all data R

Security Groups Create and manage permissions by security groups R

Secure employee access based on assigned security group R Segregation of delete, edit, and add permissions R

Audit Tracking and Logging Quick reporting capabilities on all audit history logs R Maintain full agreement history for auditing R Maintain compliance standards via reporting metrics R

Reporting/Searching Data Grids Dynamically add/remove columns from grid displays R Inline sorting by multiple columns R Inline filtering of each column R

Standard Reporting/Searching

Quick search bar on ever screen to search all agreement fields R Full OCR of incoming documents from MS Word, MS Excel, PDF, RTF, etc.. R Find/Search agreements screen to search by specific agreement field R

Inline Grid drill-down of attached documents for each agreement R

Export results to MS Word, MS Excel or PDF R Ad-Hoc Reporting/Searching

Create and save unlimited ad-hoc reports R Report on any key data field R Provide conditions for any field R Easy to use interface for design and re-running reports R Share created reports with other users R Schedule a report to be automatically run and emailed R

Restrict access to creating ad-hoc reports (user permission) R Export results to MS Word, MS Excel or PDF R

Online Report Designer Create unlimited report designs R Design report on important agreement data R Customize look and feel of report's layout R Customize data relationships R Create calculated display values R Create and display barcodes from stored data R Advanced designer for in-depth and custom reports R Export to dozens of file formats including MS Word, MS Excel, PDF, JPG, etc. R

Dashboards Unlimited dashboards for each user R Fully customizable by each user R Quickly switch between a user's dashboards R Specify a dashboard as a user's default page R Drag and drop docks (calendar, reports, web pages) R Add user's calendar to their dashboard(s) R

Add any ad-hoc report grids visible to the user's dashboard(s) R Add a favorite website to the user's dashboard R

User's Calendar

Display all agreements and tasks on their due dates for the user R Quick links to agreements and/or tasks from the calendar R

Configure Sponsors and Customers API integration with most CRM (Customer Relationship Management) systems R Full reporting on all fields R

Unlimited attachments for each Sponsor/Customer R Unlimited contacts for each sponsor R

Field Creation and Management Create any custom data fields R Define default values for fields R Define required fields R Set field order R Quickly rename fields and help descriptions R

Assign Fields by Agreement Type

Customize data collected by agreement type for easy data entry R Set unique field order by each type R

Active Directory Services Ties login to organizational active directory use R Integrated access for SaaS Deployments R

Web Parts Plugins Plug data components into your web applications D Leverage components in your MS SharePoint or Internal Portal Site D

Sponsor/Customer Collaboration Gateway Interact with sponsors and customers online D Negotiate agreements online D Capture agreement data, files and notes D Provide sponsors/customers with read-only access to their agreements D

Sponsor/Customer Online Registration Portal for sponsors/customers to register with the system R Collect sponsors/customers important information R Allow sponsors/customers to register automatically or through requests R Plugins to collect sponsor/customer data on external sites and applications R Action-based emails for entire registration process R Assigned user(s) can review/manage registration requests R

Licensing Concurrent User Licensing R

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