The Modular Procurement Suite

The Open Windows modular procurement suite offers a selection of nine functional contract management software modules designed specifically to improve the supply side performance of your business, no matter how large or small.

Our affordable contract management software is developed in Australia, deploys the latest technology and can either stand alone or integrate seamlessly and quickly with your existing ERP or P2P systems to meet the contract management needs of busy organisations and their suppliers.

Key technological features of Open Windows system include;

  • eAlerts – so you never miss a deadline, delivery or decision point
  • Single data-entry input efficiency – improving consistency and saving time for everyone
  • Unique workflow process design – ensuring your new system matches your needs, not the needs of the system
  • Managing multi-party contracts and mulitple TIERS down your supply chain, not just a single prime contractor – to bring visibility and low risk profiles
  • Direct supplier inputs designed to build process integrity, compliance, probity and safer risk management – to offer less risk & strengthened compliance with real-time audit trail
  • SRM database structure capable of capturing supply market intelligence, similar to sales teams’ CRM technologies – to build enhanced market awareness and speed strategic sourcing work
  • Cloud based hosting or on-premise installation – your choice for your convenience
  • SaaS approach with modular pricing – meaning you only pay one simple monthly fee to licence each module of the system; or you can opt for  one-time installation cost for your on-premise private solution
  • Microsoft Gold Application Development Partner with over 6,000 hours testing before every release – assuring you of quality and consistency
  • In-house development team capability – meaning we can tailor the system to your exact needs at the outset or on an ongoing basis
  • New eLearning Portal – offering on-demand video tutorials & learning materials to master the easy-to-use menu driven intuitive software

We enable better supply side performance, stronger compliance, seamless tenders & contracts and more efficient processes that are just right for you. Best of all, you only pay for the modules you use to improve your organisation’s supply side performance quickly and easily.

The Nine Modules

The Open Windows modular procurement software suite is divided into NINE key modules. Each module represents a key step in the procurement and contract management LIFE CYCLE – with the TENDERS and CONTRACTS MODULES at the heart of the system.

  • User defined workflow processes with flexible system design scope
  • Electronic approval requests
  • Email notifications for task completion & allocations
  • Outstanding task & workplans viewer – by project, by supplier & by contract
  • Timed escalation pathways
  • Document routing to project/contract approval network
  • Time and date tracking for all activities with real-time audit trail
  • Integration to all modules – with single-data entry capability
  • User defined category listing – for contract & supplier
  • Category stakeholder group & role definition listing
  • Category Management plan & acquisition strategy
  • UNSPSC structure association – for each sub-category
  • Supply market intelligence & category supplier database
  • Early Contractor Involvement (ECI) capability
  • Project plan overview & contracts by pyramid listing
  • Project cash-flow – by project stage and period
  • Project stages timeline & work breakdown structures
  • Issue management & resolution tracking
  • Balanced scorecard reporting – by project
  • Stakeholder communications recording – by project
  • Demand mgt & business case fact finder questionnaire – with weighting & auto scoring
  • Acquisition strategy & business case planning
  • Document templates library – incl. EoI, RoI, RFx, standard contracts, etc…
  • Bid management & response collation facility
  • Online evaluation and bid analysis by project group
  • Secure pre-contract document management
  • Stakeholder groups & project team definition
  • Communications facility with auto recording
  • Contract decision recommendation & award section
  • Fully Integrated to TENDERS & CONTRACTS modules
  • Web based eTendering portal application
  • RFx private invitation and/or public advertising board
  • Supplier self-registration option
  • Document encryption & SSL security controls regime
  • Supplier notifications & RFx clarifications forum
  • eTender integration– with SOURCING module
  • Tender Box & vendor response ‘locking’ protocols
  • Contracts Register database for all current and past contracts
  • Contract master data – accessible through all modules
  • Stakeholder contact details database – for each contract
  • eAlerts for all tasks, delivery milestones, decision points & expiry dates
  • Post-contract document management – key word searchable
  • Insurance, securities, guarantees & escrow management function
  • Balanced scorecard reporting – by contract
  • Tiered supply chain & sub-contractor management per contract
  • Contract budget & financials section integrated to BUDGETS module & your in-house ERP & payment systems
  • Project risk assessment process
  • Issue management programmes by contract or supplier
  • Client notices to contractor community & suppliers
  • Audit scheduling, reports and tasking
  • Contract obligations & ‘hold-points’ check-listing
  • Contract document templates library – Contracts, Completion Certificates, Letters, Notices etc..
  • Extra works quotation requests & ordering module
  • Annual contract cash-flow projections
  • Actual vs committed spend reporting dashboard
  • Suppliers schedule of rates register by contract & project
  • Supplier payment claims & certification
  • Supplier works instructions
  • Variations & adjustments function
  • Payment scheduling and processing
  • Progressive payments including retention
  • Supplier information & contact details database
  • Supplier capability statements & skills assessment listings
  • Online supplier history archive & touchpoint management map
  • Private communication channels with suppliers
  • Vendor pre-qualification online questionnaire
  • Supplier performance evaluation weighting, scoring & reporting
  • Supplier portal for compliance/delivery/work reporting
  • Compliance & insurance certificate managment
  • Issue management – by supplier, with RED FLAG marking

Each module in the suite can operate INDIVIDUALLY on a stand alone basis, or can fully integrate with all the other modules. Open Windows also have hands-on experience integrating our software with most leading ERP and P2P systems – working on–site with you and your team or working remotely.

Additional Modules

All client implementations receive two additional minor modules included within the system implementation.

Reporting

The REPORTING dashboard module offers real time KPIs and reporting in a state-of-the-art dashboard display.

Documents

The DOCUMENTS database and repository allows for safe storage of all key documents for each suppliers engagement (including the signed contract). The text search facility allows a client to search the entire system for single words – including of scanned documents as well.