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County of El Paso Contract Management System: Overview and Future Plans

Learn about the implementation and usage of the contract management system in El Paso County, its key functionalities, customization processes, employee training initiatives, and future developments. Explore the importance of data integrity, alerts, reporting capabilities, and the system's potential for procurement and grant management.

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County of El Paso Contract Management System: Overview and Future Plans

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  1. County of El Paso • Contract Management • http://contractinsight

  2. Rough Timeline To-Date • RFP- ultimately not awarded, authorized phone bids • Workflow analysis, getting familiar with County, trial/demo several systems, etc. • License contract approved on 12/19/2011 • Initial customization for several months • Talking with individual departments, collecting contract data, early demos to get feedback • Trial use by County Attorney’s Office (~3 months) • More customization, installed on County servers, basic levels of training and Basic User Guide finished

  3. Contract Data • Everything contained in: • County Attorney • County Auditor • County Clerk • A number of awarded bids from departments • Live vs. Heritage contracts • e.g. Evergreen (no expiration date) contracts • Actual contract documents • 2011-0453 and earlier – County Clerk • Post 2011-0453 – County Attorney

  4. Key Functionality • Central repository of information accessible by all • Online, real-time status of all contracts • All relationships between bids, contracts, and amendments tracked and linked to one another • Automatic date-driven alerts • Initial, recurring, escalating, etc. • Excellent reporting and oversight capabilities • Commissioners Court Contract Approval Form • Highly customizable by local administrator

  5. Contract Admin Mgr Role • Maintain data integrity • Ensure basic contract terms and initial alerts are accurate before they are brought before Court • Customize the system based on evolving needs • Unique start-up pages, dock reports, etc. • Lots of employee training • Conduct follow-up on incomplete tasks • e.g. contract expiration alerts not heeded • Provide regular Court updates regarding compliance • Respond to requests for customized reports • Identify opportunities for efficiencies, etc.

  6. Near Future • Ensure all FY12 contract information is up-to-date • Compare contract data against F12 agendas • Update ~180 other live contract records • Develop all regular reports (County Attorney, Commissioners Court, etc.) • Finalize Super/Admin user manuals • Establish automatic workflow alerts, groups • Training, training, more training • Update County Contract Administration Policies and Procedures Guide with specifics (e.g. Approval Form)

  7. Far Future • Purchasing workflow • Procurement module • Use the system to create, track, manage Bid/RFP/RFQ records – tie them to other contracts • Grant management • Annual vendor reviews/good standing checks • Electronic signatures • Link Purchase Order information to exact contracts • Retain Ordinances, other non-Contract types, etc.

  8. What’s Next for Employees • Log into the system • See if you’re happy with your start-up screen • Review your contract data for accuracy, especially anything not “Imported Heritage Record” • Make sure your “Department Contact” person is the one you want to receive email alerts • Look over the Basic User Guide • Posted on the County Auditor intranet site • Get familiar with running the Contract Approval Form • Request additional training from Ed Hyatt

  9. Samples • Refer to the online back-up • Reports • “Contracts expiring May-July 2012” • General Procedures • “Contract Lifecycle and Role Players” • Specific Procedures • “Matrix for Handling Contracts in CobbleStone”

  10. Feedback/Discussion

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