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 annual fee to licence your system
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

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
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, 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
Document encryption & SSL security controls
Supplier notifications & RFx clarifications
eTender integration– with SOURCING module
Tender Box & vendor response ‘locking’ protocols

Contracts 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
Contract document management and drafting
Insurance, securities, guarantees & escrow management function
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
Annual contract cash-flow projections
Actual vs committed spend reporting
Contract schedule of rates
Supplier payment claims & certification
Supplier work instructions
Variations & adjustments function
Payment scheduling and processing
Progressive payments including retention

Supplier information & contact details
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 management
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 has 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 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 supplier’s engagement (including the signed contract and check-out check-in drafting functionality). The text search facility allows a client to search the system for single words – inclusive of scanned documents as well.