The Modular Procurement Suite

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 lifecycle – with the TENDERS and CONTRACTS modules situated at the heart of the system. These modules can operate INDIVIDUALLY on a stand alone basis, or fully integrate with all the other modules.

Everything you need to manage your sourcing and contract lifecycle activities is situated within the one cloud-based platform, designed specifically to meet the contract management needs of your busy organisation and your suppliers.

When you choose Open Windows, you choose 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.

  • 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

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

Additional Modules

All clients receive two additional modules, included within the system implementation.


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


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.