The contract includes the provision of a contract management system. The contract management system shall be used both as a repository for storing contracts, etc., as well as for supporting contracting entity's work with Contract Management. In addition to Contract Management functionality, the contract management system must be able to support the collection, maintenance and compliance reporting of its GDPR records.
The contract is intended to ensure a smooth transition from the existing contract management system of the contracting entity through an implementation project, including by migrating data from the existing contract management system of the contracting entity.
In addition, the contract includes ongoing maintenance, support and operations, as well as the possibility of new configuration and functional changes to the contract management system.
Furthermore, the contract includes further development, teaching, consulting assistance, documentation and other additional services.
Contracting entities have been working with Contract Management since 2011. This work is supported by a contract management system, which is subject to central governance, but is largely used decentrally in contracting entity organisation.
In the contract, the primary focus of contracting entities is on the structure of the contract archive and GDPR records, the system support of admissions, commitment management and workflows, and the opportunities to report on, e.g., both the overall contract portfolio and compliance for GDPR records.
Contracting entities imagine that the needs of contracting entities are best addressed by a standard contract management system with the ability to adapt. However, this is not a requirement. The requirements of contracting entities relate primarily to the management of contracts concluded, but the contract tendered also includes options for, among other things, the generation of contract documents based on the templates of the contract management system as well as internal approvals to ensure the possibility of further maturation and development of contracting entity's work with Contract Management.
In relation to the new contract management system, there will be an initial clarification and an implementation project will be implemented incorporating both configuration, migration of data from the contracting entity's existing contract management system, basic training of users and setting up user interfaces. The implementation project ends with an implementation test.
The ongoing services covered by the contract (maintenance, support and operation) are intended to support the application of the contract management system by contracting entities, which is primarily within normal working hours. Maintenance includes bug fixes as well as upgrading to new releases/versions, while configuration can be purchased. Support is desired targeted registry administrators, i.e. not all users of the contract management system.
The operation shall be carried out by the supplier from a location selected by the supplier as detailed in the tender material. Because the number of archived documents in the contract management system is expected to be continuously increased, the contract contains options for the purchase of additional storage space. The contracting entity's need to be able to modify the number of administrators and other types of users of the contract management system is supported by options on the scope of contracting rights to use.
Further development will have a projectual nature and may include both minor tasks such as setup workflows and actual functional changes.
Furthermore, the contract includes the possibility of ordering tuition, consulting assistance, documentation and other additional services.