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The process follows these statuses:
Contract Management in the CRM aims at:
- Capturing key contract elements that are important for the Sales and marketing teams in their interactions with the Account (especially on long term contracts, for the new KAM taking over from KAM who had negotiated the contract)
- Managing the Approval process with automatic triggers to pre-defined approvers (based on contract complexity / value qualifiers)
It is not aiming at describing all contractual elements constituting the contract and it is not aiming at storing the contract itself, these two parts being the responsibility of the Legal family with their complete Contract database managed in the "Contrathèque".
Definition & use cases
Definition
- Sales of goods/service
- NDA/JDA/MTA
- Distribution agreement
- Consignment stocks agreement
- Create a contract from an accepted quote or directly from an account
- Add a product or modify an actual product
- Enter Product details (price, volume, etc.)
- As submitter, submit the contract for approval to the approver if the approval is necessary
- As approver: accept, reject or reassign the request for approval of the Contract.
- Manage versioning with cloning
- Manage visibility
- Set Contract Renewal Alert
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2. Data Model & security
Data model
We do not use the standard object "contract" because its visibility is liked to the account visibility. In the core CRM, accounts are shared across GBUs, that means that contracts could also be seen by every users. So we create a custom object Contract:
- Contract header is centralizing the information of the contract:
- Sold to account Or Non Buying Customer account (ex: Michelin Siège Social in which the contacts /e signing parties are located)
- Start Date
- End Date
- Contact who signed the contract for the customer
- Solvay contact who signed the contract
- etc.
- Contract line item store the specific information for each product
- Product
- Volume
- Price
- etc.
Related Objects
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- Open Activities: allow to log activities (task, event).
- Visit Reports: allow to link visit report to a contract.
- Activity history: display all activities.
- Approval history: track all step of approval.
- Contract History: track field updates.
- Files: allow to attach document to the contract.
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Contract security model
Who can create? | Any sales user can create a contract |
Who can see? | The visibility a user has on a contract depends of the value of the field “Visibility”:
The visibility is then editable by the sales user having edit rights on the opportunity. |
Who can update? | Only opportunity owner can update the contract. Users above the ones having edit rights (i.e. Managers, GBU presidents) in the role hierarchy will inherit the visibility/edit rights. |
Who can delete? | Only System Administrators can delete a contract |
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This button is standard, it triggers the approval process.
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4. Contract approval processes
Some GBUs have implemented one or several approval processes for contract management. All users involved in the approval processes are displayed in the section "Approval Users" on the layouts. In the approval, some users need to validate and others are just informed by email. Those fields are pre-filled using Email mapping Rules
- The duration is calculated with the fields Duration of commitment in months.
- The value is based on the field “Annual value”.
- The commercial managers are organized by region.
- The zone general managers are organized by region too.
- The PLM depends on the product, it's manage with email mapping rules.
- The region will be the account region.
The approval process depends on the contract type:
Sales of good
Aroma approval matrix
Silica approval matrix
EP approval matrix
NDA/JDA
Silica approval matrix
EP approval matrix
Consignment stocks
5. Price Lists management
Price list are managed using the standard related list Files:
- The user upload his document with Files
- The user share his document with a chatter group which contains all people who need to access the price list.
Using chatter group allow to send a notification each time a price list is loaded AND we make sure chatter group members cannot see the contract itself. Using Files also allows to manage versioning easily.
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. Specific rules & automation
Contract generated from a quote
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Note that to generate a contract from a quote, the quote's status must be "accepted".
Field History Related
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List
Fields tracked are:
- Account Name
- Contract Type
- Contract levelContract start date
- Covered zonesEffective Date
- GBU
- Object of the amendment
- Signed by (Customer)
- Signed by date (SolvayCustomer)
- Status
- User Product Line Manager
- User WW Business Market Director
- User WW Finance
- User WW Legal
- User WW Marketing Strategy
- User Zone Commercial Manager
- User Zone General Manager
Reminder
Users can set a reminder using the field "reminderRenegotiation Reminder". They choose a number of days, and x days before the "Contract End Date", a task will be automatically created and assigned to the contract owner.
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7. History
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6. Lightning
Components
Contract Team:
The component replace the related list. It displays contract team members and allow to manage the team (add, edit remove members).
Last modifications : |
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