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e-Contract Management
Guidance project
Peter Duschinsky, Project Manager
James Johnston, Consultant
The Imaginist Company
eContract Management Systems
in practice
1. Introduction and a summary of our current findings
2. Case studies:
– Deborah McNulty, Gateshead Council and NEPO
– Andrew Maisey, Torfaen County BC and Welsh Purchasing
3. Panel discussion
• e-Contract Management represents the single area of eProcurement that has yet to be addressed by NePP
• Whilst much effort is put into preparing for procurement
and the tender/buying cycle, contracts are often poorly
managed, leading to legal, financial and underperformance problems
• e-CM allows a more proactive control and consistent
approach to the procurement process
• The introduction of the National Procurement Strategy and
the Gershon Efficiency review has elevated e-CM higher
up the local government agenda
Scope of e-CM guidance project
Establish guidance so that local authorities can access
practical support and relevant information on ECM solutions
Provide an understanding of technical solutions and estimated
Deliver comprehensive, structured and easy to use guidance
Open dialogue with Procurement practitioners in local
government to determine the type of service and assistance
About us
The Imaginist Company is a leading independent consultancy
specialising in helping public sector organisations change and
adopt modern systems to realise the benefits of e-government
We have led best practice for local authority e-procurement over
the past 5 years:
– We delivered the NePP Supplier Adoption strand and have an excellent
track record in the development of best practice guidance and case
– We have worked with a number of collaborative groups of LAs to help
them plan and implement e-procurement
– We have assisted over 100 LAs, including 50 as part of the NePP Support
for Authorities project - with very positive results
Phase 1: Research
Consult Regional Centres of Excellence (RCEs)
Consult and seek detailed information from eCMS solution
Consult IDeA, OGC etc
Develop functional comparison database
Report progress at NePP Conference
Phase 2: Development of Materials
Comprehensive and practical ‘how to’ guide, to include:
– Definitions and how eCMS tools can complement other e-procurement
solutions e.g. e-sourcing, e-tendering
– The benefits of e-CMS and how e-CMS adds value to the procurement
– Useful tips/lessons learned for successful implementation
– Advice on suitability of e-CMS for different types of authority and groups of
– Specific advice on collaborative implementation of eCMS
– Solution provider contacts and reference points
Phase 2: Development of Materials
Technical review of eCMS solutions being used by local
authorities, including:
– Comparative functionality chart
– Compliance to standards, integration capability, scope for future interoperability
3 case studies, showing how e-CMS added real value
Model eCMS project implementation plan
Collaborative implementation map
Costing models and business case template
Initial findings - 1
Huge potential for savings – but double counting is rife!
There is little understanding of the capabilities of e-CMS and
even less activity - it has been difficult to identify real examples
of eCMS implementation that have moved beyond the initial
 Part of the problem is that there is no clear understanding of
where e-CMS starts and finishes re e-Sourcing
 The main misconception is that e-CMS is positioned to start
after the contract has been signed – the focus is almost always
on implementing e-tendering
Initial findings - 2
 e-Tendering automates highly visible manual processes in use
in all authorities - eCMS is more difficult to justify as contract
management is not currently being fully enforced
 Fewer than 15% of authorities have a complete contract register
which is a key building block for good contract management
 RCEs see eCMS as a critical element in collaborative eProcurement and some, including Y&HCE, NEPO, are actively
addressing the issue
Initial findings - 3
eCMS solutions on the market are, in the main,
enhancements to existing Portal and Tendering applications
Different solutions offer different benefits eg risk
Provision for relationship management will probably be one
of the key differentors when building the functional
comparison chart
Positioning eCMS
Collaborative stakeholders
FMS, operational & legacy systems
Case study presentations
Deborah McNulty
Gateshead Council and NEPO
implementing the Due North system
Andrew Maisey
Torfaen County BC and Welsh Purchasing Consortium
implementing the Alito system
Panel discussion - key questions
• What do we mean by CMS?
• What are the benefits of good contract management?
• Who is implementing eCMS?
• What are the barriers and how do we overcome them?