Integrify- Request, Approval, Workflow and Process Management
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Vendor and Contract Approvals

This Global 2000 company has locations worldwide with over 20,000 employees and a single Contracts Office to support all requests for contract approvals.

The Challenge

The Contracts Office for the company has no efficient means to receive and review contracts for services and product acquisitions from employees worldwide. The requests from employees for approvals are through either phone calls, faxes or emails, creating much confusion. Employees and Managers are unable to see where requests are in this process. New or revised contracts that need immediate approval in order to support the operations of the business or, in the case of sales, win new business, are delayed or lost due to the request not receiving approval in a timely matter.

The Solution

By employees that are in the field with a central web dashboard to submit and track a request for new contracts, timeliness and productivity have dramatically increased. After choosing and implementing Integrify, the contract approval process is now streamlined. For example, approvals for contracts are reviewed in a matter hours, down from days or even weeks. The employee submitting the request will know immediately if the new contract provisions are approved and will be able to review any revisions or comments that are made. The Contracts Office is able to update the new or existing approved contracts through an automatic notification after approval.

The Implementation

The company assigns process administrators to Integrify to implement the process rules and any forms that will be used to gather information. Integrify automatically executes the web and email approval notifications to the appropriate personnel, reducing the chances of confusion while maintaining the current status of the request. Using Integrify, managers respond using a single web-based application. Each request is tracked and managed to provide business managers with up-to-date information for all contract requests. The application allows each request to be submitted, received, reviewed, approved, tracked, monitored, and reported. The Contracts Office has a central repository to review all requests and approvals.