Contract Management

Contract Management software

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Software for your contract management

Keep track of your con­tracts. Let us re­mind you about key dates such as ter­mi­na­ti­on op­ti­ons or re­ne­wal op­ti­ons in a mul­ti-stage pro­ce­du­re. Give every em­ployee di­gi­tal ac­cess to con­tracts that are re­le­vant to them. Crea­te new con­tracts on the ba­sis of text mo­du­les, al­ways in the cur­rent re­leased version.

Illustration of a notebook on which the contract management of Digital Life Sciences is displayed

How do you benefit from the Contract Management software?

Digital management 

Make ma­nu­al­ly ma­na­ged con­tract fol­ders ob­so­le­te — ma­na­ge them com­ple­te­ly di­gi­tal­ly instead. 

Easy access authorization 

Every em­ployee has easy ac­cess to con­tracts that are re­le­vant for him. 

Link to Document Control 

In con­junc­tion with our “con­trol­led do­cu­ments” mo­du­le, you can re­cei­ve an di­gi­tal re­view, ap­pr­oval and re­lease workflow. 

Increased data security 

Pro­tect your data from un­wan­ted in­ter­fe­rence by un­aut­ho­ri­zed users and from de­s­truc­ti­ve forces. 

Overview at the touch of a button 

Keep an over­view of your con­tracts and view all con­tracts in­clu­ding me­ta­da­ta at the push of a button. 

Automatic system reminder 

The sys­tem au­to­ma­ti­cal­ly re­minds you of can­cel­la­ti­on and other dead­lines on the con­fi­gu­red dates. 

Central information platform 

Use d.velop do­cu­ments (form­er­ly d.3ecm) as your cen­tral in­for­ma­ti­on plat­form on which you can re­trie­ve all your data at short notice. 

Constant availability 

Ac­cess your data at any time. It does not mat­ter whe­re you are. 

Get a first overview.
Illustration of a notebook on which the contract management of Digital Life Sciences is displayed

Use working aids as well as text mo­du­le and glos­sa­ry func­tions in the cour­se of crea­ting your contracts.

Re­a­ding Pane

For each do­cu­ment, a pre­view can be dis­play­ed wi­thin the fle­xi­bly cus­to­mizable re­a­ding pane. This al­lows you to view the do­cu­ment and see the as­so­cia­ted pro­per­ties (e.g. deadlines).

Rib­bon

When using the Con­tract Ma­nage­ment, this mo­du­le is available in the rib­bon with the name “Con­tract ma­nage­ment”, de­pen­ding on the aut­ho­riza­ti­on. This rib­bon in­cludes six main func­tion groups which are vi­si­ble and available to the user de­pen­ding on the user’s authorization:

  • No­ti­fi­ca­ti­on
  • Search
  • Dead­line Calendar
  • Crea­ti­on
  • Ad­mi­nis­tra­ti­on
Con­tract Status

The con­tract sta­tus can be grou­ped au­to­ma­ti­cal­ly. Here, for ex­am­p­le, con­tracts with the first as well as the se­cond re­min­der can be di­stin­gu­is­hed from each other 

Cur­rent Deadlines

At the touch of a but­ton, you will re­cei­ve an over­view of dead­lines and up­co­ming key dates re­la­ting to your con­tracts. Using the but­tons “Next 14 days”, “Next 4 weeks” or e.g. “Next 6 months” you im­me­dia­te­ly re­cei­ve an over­view of up­co­ming to­dos and dead­lines for your con­tracts. The sys­tem au­to­ma­ti­cal­ly re­minds you about all key dates (de­li­very via e‑mail is also possible).

Would you like a live insight into the software?

Get a live in­sight into the pos­si­bi­li­ties of Con­tract Ma­nage­ment in just 45 mi­nu­tes with a sam­ple use case. Find out how you can be re­min­ded about dead­lines such as can­cel­la­ti­on or re­ne­wal op­ti­ons in a mul­ti-stage pro­ce­du­re using the so­lu­ti­ons by Di­gi­tal Life Sciences.

To the Live-WebCast

Some features of contract management
  • Gra­nu­lar aut­ho­riza­ti­on sys­tem on con­tract level
  • Di­stinc­tion bet­ween stan­dard user, con­tract spe­cia­list and administrator
  • Mul­ti-stage re­min­der func­tions and es­cala­ti­on me­cha­nisms (clea­ring house)
  • Sup­port for the im­port of exis­ting con­tracts (clas­si­fi­ca­ti­on, scanning)
  • Use of text mo­du­les and glos­sa­ry function
  • Dead­line ca­len­dar and ap­point­ment overview
  • Sup­port of dif­fe­rent du­ra­ti­on sche­mes (li­mi­ta­ti­on, au­to­ma­tic ex­ten­si­on, ter­mi­na­ti­on pe­ri­od, due dates)
  • Histo­ry function
  • Au­to­ma­tic ge­ne­ra­ti­on of fol­der structures

Regulations that are fulfilled by Contract Management

33 Good reasons for a cooperation with Digital LS

You’re not con­vin­ced yet? Find out about 33 good re­asons spea­king for a co­ope­ra­ti­on with Di­gi­tal Life Sci­en­ces GmbH. We will show you re­asons from the provider’s point of view, from the soft­ware point of view and other ge­ne­ral re­asons that di­stin­gu­ish us. 

To the reasons

Customer review on the Contract Management

To the re­fe­rence overview

“The Di­gi­tal Life Sci­en­ces team has been sup­port­ing us for ye­ars to make our pro­ces­ses more ef­fi­ci­ent and di­gi­tal. Over the past few ye­ars, we have thus been able to suc­cessful­ly im­ple­ment the GMP com­pli­ant do­cu­ment ma­nage­ment, em­ployee qua­li­fi­ca­ti­on ma­nage­ment and con­tract ma­nage­ment in our com­pa­ny tog­e­ther. We are hap­py to build on the po­si­ti­ve ex­pe­ri­en­ces with the Di­gi­tal Life Sci­en­ces team and curr­ent­ly have num­e­rous pro­jects in the pipe­line that will make our do­cu­men­ta­ti­on more di­gi­tal, traceable and cen­tra­li­zed. Di­gi­tal Life Sci­en­ces GmbH is a strong and long-term part­ner for us.”

Dr. Ni­co­le Frei­se-Pap­kePro­cess Group Lea­der QA-Sys­tems (Rot­ten­dorf Phar­ma GmbH)
Dr. Nicole Freise-Papke
To the re­fe­rence overview

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The Con­tract Ma­nage­ment is a com­po­nent of the Di­gi­tal Life Sci­en­ces so­lu­ti­on suite. Each pro­duct is powerful on its own, but when used tog­e­ther they are even better.

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Document Control software

Whe­ther work / pro­cess in­s­truc­tions (SOPs), pro­cess de­scrip­ti­ons, test spe­ci­fi­ca­ti­ons or other ty­pes of do­cu­ments — you can crea­te, re­vi­se and sign them all di­gi­tal­ly with the do­cu­ment con­trol software.

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Ex­tend the “Do­cu­ment Con­trol” mo­du­le to ac­tively plan and re­cord the qua­li­fi­ca­ti­ons of your em­ployees with our trai­ning ma­nage­ment software.

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QM Workflows (Complaint | DC | CAPA | CC)

Di­gi­ta­li­ze your ISO pro­ces­ses. Con­trol your pro­duc­tion-re­la­ted QM pro­ces­ses using di­gi­tal workflows.

Ch­an­ge Ma­nage­ment software

Frequently asked questions (FAQs) about Contract Management

The Con­tract Ma­nage­ment is ba­sed on the d.3 ar­chi­ve with the gra­nu­lar aut­ho­riza­ti­on con­cepts available the­re. The con­tracts can the­r­e­fo­re only be view­ed or edi­ted by users with ap­pro­pria­te authorization.

The con­tract ma­nage­ment so­lu­ti­on sup­ports dead­line sche­mes. A dead­line sche­ma spe­ci­fies when an em­ployee is no­ti­fied, how of­ten and which em­ployee is no­ti­fied when dead­lines are due. Re­min­ders are con­fi­gu­red du­ring sys­tem set­up. Va­rious dead­line re­min­ders can be sent per contract.

The trans­fer of con­tracts can take place via a scan­ning line, via mass data im­port or via in­di­vi­du­al files. When scan­ning the exis­ting con­tracts, they are trans­fer­red to the d.3 ar­chi­ve, a task for con­tract clas­si­fi­ca­ti­on can be sent di­rect­ly to an employee.

Di­gi­tal con­tract ma­nage­ment di­gi­ti­zes and au­to­ma­tes pro­ces­ses th­roug­hout the con­tract cy­cle — pa­per­less, lo­ca­ti­on-in­de­pen­dent and at any time. Chan­ces are good that you have been in­vol­ved in such pro­ces­ses be­fo­re. For ex­am­p­le, if you bought so­me­thing and the sel­ler pro­ces­sed the purcha­se th­rough an iPad in­s­tead of a tra­di­tio­nal cash re­gis­ter, that’s a di­gi­tal con­tract pro­cess. Si­mi­lar­ly, if you’ve sent a con­tract on­line or si­gned it di­gi­tal­ly in­s­tead of prin­ting it out and sig­ning it by hand, you’re al­re­a­dy par­ti­ci­pa­ting in a di­gi­tal con­tract pro­cess. In both ca­ses, the di­gi­tal ap­proach of­fers tan­gi­ble be­ne­fits: It makes the pro­cess fas­ter, ea­sier and more con­ve­ni­ent. Di­gi­tal con­tract ma­nage­ment co­vers the en­ti­re con­tract pro­cess — be­fo­re and af­ter sig­ning. With the con­tract ma­nage­ment of Di­gi­tal Life Sci­en­ces, you give each em­ployee di­gi­tal ac­cess to con­tracts that are re­le­vant to him.

To get a first im­pres­si­on of the func­tion­al scope of a con­tract ma­nage­ment soft­ware, some im­portant func­tions are lis­ted below.

  • Con­tract crea­ti­on: With the help of the soft­ware, users can crea­te new con­tracts. The con­tract crea­ti­on func­tions are usual­ly very user-fri­end­ly and cle­ar­ly de­si­gned, so that the do­cu­ments can be crea­ted very quick­ly. Some soft­ware so­lu­ti­ons, for ex­am­p­le, have drag-and-drop func­tions that can be used to in­sert im­portant pre­de­fi­ned ele­ments into the re­spec­ti­ve contract.
  • Search func­tion: Over time, a com­pa­ny ac­cu­mu­la­tes a very lar­ge num­ber of con­tracts. Fin­ding a spe­ci­fic con­tract can the­r­e­fo­re be a pro­blem. A search func­tion al­lows a user to search the con­tract da­ta­ba­se for a spe­ci­fic key­word, for ex­am­p­le. Such a search func­tion can save a lot of time.
  • Con­tract pro­ces­sing: In con­tract ma­nage­ment soft­ware, se­ve­ral em­ployees can col­la­bo­ra­te on con­tracts. This al­lows con­tracts to be crea­ted much fas­ter. For ex­am­p­le, users can add comm­ents to a contract.
  • Tem­pla­tes: Va­rious tem­pla­tes for con­tract crea­ti­on can be stored in the soft­ware. This is a tem­p­la­te that can be used again and again and can be un­ders­tood as so­me­think like a ba­sic frame­work. The re­spec­ti­ve tem­p­la­te must then be ad­apt­ed ac­cor­ding to the in­di­vi­du­al contract.
  • Con­tract da­ta­ba­se: The con­tract da­ta­ba­se de­scri­bed abo­ve al­lows you to store all of a company’s con­tracts in a cen­tral lo­ca­ti­on. This sim­pli­fies ad­mi­nis­tra­ti­on and pre­vents con­tracts from be­ing lost.
  • No­ti­fi­ca­ti­ons: Users can be no­ti­fied on cer­tain oc­ca­si­ons. This may be the case, for ex­am­p­le, if a dead­line for ter­mi­na­ti­on has been re­a­ched. The ap­pro­pria­te per­son can then be au­to­ma­ti­cal­ly no­ti­fied by the software.
  • Ana­ly­sis: With the help of a re­port­ing func­tion, clear re­ports can be crea­ted that pro­vi­de an over­view of all con­tracts. For ex­am­p­le, all con­tracts that are about to ex­pi­re can be listed.
  • In­te­gra­ti­ons: Con­nec­tions to other soft­ware so­lu­ti­ons can be es­tab­lished via in­ter­faces. For ex­am­p­le, the con­tract ma­nage­ment soft­ware can be lin­ked to an exis­ting ERP sys­tem in the company.
  • Ap­pr­ovals: Of­ten, va­rious ap­pr­ovals must be ob­tai­ned be­fo­re a con­tract can be en­ac­ted. Au­to­ma­tic ap­pr­oval pro­ces­ses can be de­fi­ned with the help of the software.

A coll­ec­tion of de­fi­ni­ti­ons is ma­na­ged in the com­pa­ny glos­sa­ry, which is in­te­gra­ted in the con­tract ma­nage­ment. The ent­ries are map­ped in the d.3 ar­chi­ve and are sub­ject to re­vi­si­on-pro­of ar­chi­ving. No ad­di­tio­nal ap­pli­ca­ti­on like a text edi­tor is re­qui­red. The aut­ho­ri­zed users have read ac­cess to the com­pa­ny glos­sa­ry. The re­spon­si­ble ad­mi­nis­tra­tor can crea­te, ch­an­ge and re­mo­ve glos­sa­ry entries.

Re­cur­ring con­tract ele­ments such as a se­vera­bi­li­ty clau­se can be ma­na­ged in con­tract ma­nage­ment in se­ve­ral lan­guages and dif­fe­ren­tia­ted by de­part­ment and ca­te­go­ry. They can be che­cked by a le­gal ex­pert af­ter crea­ti­on and then stored as a ‘re­leased text mo­du­le’. The text mo­du­les are re­pre­sen­ted in the d.3 ar­chi­ve and are sub­ject to re­vi­si­on-pro­of archiving.

Wi­t­hout in­tel­li­gent soft­ware, good con­tract ma­nage­ment and pro­per con­tract ad­mi­nis­tra­ti­on is al­most im­pos­si­ble. Once you have ex­cee­ded a cer­tain com­pa­ny size, con­tract ma­nage­ment soft­ware be­co­mes in­dis­pensable. When it co­mes to in­ves­t­ing in con­tract ma­nage­ment soft­ware, the num­ber of cur­rent con­tracts also plays a role.

The sa­vings po­ten­ti­al is enorm­ous. This re­sults from the fact that con­tract ma­nage­ment soft­ware ta­kes many tasks off your hands, sa­ving time that can be used for core busi­ness. The con­tract ma­nage­ment soft­ware re­minds you of im­portant due dates and can­cel­la­ti­on pe­ri­ods. Con­tract ma­nage­ment soft­ware does this bet­ter and more re­lia­bly than any note­book, be­cau­se every due date and dead­line is al­ways lin­ked to con­cre­te con­trac­tu­al ob­li­ga­ti­ons — the soft­ware makes the­se re­la­ti­onships clear at all times.
Which ty­pes of con­tracts are most ap­pro­pria­te for using con­tract ma­nage­ment software?

  • Ren­tal agreements
  • Main­ten­an­ce contracts
  • Ser­vice contracts
  • Co­ope­ra­ti­on agree­ments with other companies
  • Purcha­se contracts
  • Sup­port contracts
  • Lea­sing agreements

Get­ting star­ted with di­gi­tiza­ti­on is very re­war­ding for com­pa­nies. Di­gi­tal con­tract ma­nage­ment sa­ves you time and mo­ney, which has a po­si­ti­ve im­pact on the bot­tom line. It also im­pro­ves the ma­nage­ment of con­tracts. Just think of the con­ve­ni­ence of elec­tro­nic si­gna­tures ver­sus the cum­ber­so­me pro­cess from prin­ting to sig­ning to re­tur­ning con­tracts by mail or fax. Mo­reo­ver, di­gi­tal con­tract pro­ces­ses are ea­sier to track. This helps to avo­id mistakes.

Af­ter the purcha­se of a con­tract ma­nage­ment soft­ware, the sub­se­quent im­ple­men­ta­ti­on ta­kes place in your com­pa­ny. This pro­cess can so­me­ti­mes be as com­pli­ca­ted as the soft­ware sel­ec­tion pro­cess. One of the most im­portant points to cla­ri­fy be­fo­re im­ple­men­ta­ti­on is what the cur­rent con­tract ma­nage­ment pro­cess looks like in your com­pa­ny. On this ba­sis, the soft­ware or tool can then be im­ple­men­ted and ad­apt­ed to the cur­rent pro­cess. It may also be that du­ring the pro­cess ana­ly­sis it is de­ter­mi­ned that some pro­ces­ses need to be re­de­si­gned. An­o­ther im­portant point is the im­ple­men­ta­ti­on of trai­ning. In or­der to make the most of con­tract ma­nage­ment soft­ware, it is cri­ti­cal that em­ployees are trai­ned in the use of the soft­ware or tool. This is the only way to en­su­re that the soft­ware is also used op­ti­mal­ly. In the cour­se of in­tro­du­cing the soft­ware, cer­tain ro­les should also be de­fi­ned. In or­der to le­vera­ge all the be­ne­fits of con­tract ma­nage­ment soft­ware, it is cri­ti­cal that em­ployees are trai­ned in the use of the soft­ware or tool.

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