May, 2022 – Electronic contract management requires more than it might seem at first glance. Clear work processes, hierarchical approval, bulletproof security and integrity, control, and proper disclosure.
Solution for electronic services, yAgenda, which is used by a fairly large percentage of our clients, fully covers all these requirements. “The latest implementation of a registry of contracts from our software laboratory was for the Slovak Land Fund (SLF) as one of their three models for electronic services. Under the title Legal Acts, it takes care of evidence, processing, approval, and preparation for publishing all SLF contracts. Like a typical public service organization, SLF has different types of contracts, with each type requiring different approval processes,” says the chief YMS Business Analyst for yAgenda at SLF, Peter Mikuláš.
SLF manages agricultural real estate owned by the Slovak Republic and administers land of unknown owners. There are hundreds of acts, and legally binding documents related to owners, beneficiaries, and third parties. Multi-level approval and controls are done by staff with different authorities. SLF is therefore a typical example of an organization in need of a practical and flexible way of dealing with contracts. One that simplifies processes, clarifies and shifts legal acts automatically through preparation, control, and approval with the least possible burden on people. The goal is, of course, to have a managerial overview and control, speed, traceability, and elimination of errors.
Setting up approval processes is the key point in preparing electronic contract management in any organization. “SLF has dozens of contract types and dozens of approval processes that run through the system automatically. When an employee finishes their part of a task, the system automatically notifies the next person needed for the task. In the cooperation of many people and tasks, clarity and accuracy are critical. That is why, before we start designing the software we check and fine-tune the processes with the client. Electronization must bring simplification and quicken work. Therefore only steps that add value are worked into the software, all unnecessary or duplicated steps are eliminated,” continues Peter Mikuláš.
Security is a special requirement for a contract agenda. Therefore, as soon as a contract is registered, the system automatically generates a security QR code with the essentials of the contract. “The QR code, for which the client has a special reader, accompanies the contract from its conception throughout the entire approval process until the final publication. It is verified against the real state of the contract during several phases to ensure that no mistakes or confusions are made,” explains Peter Mikuláš.
A favorite feature of the yAgenda solution is the so-called dashboard or main screen, customized for each user. Each user can pull up shortcuts to the most frequently used tasks or modules, set up and save their data filtering, and check finished and unfinished tasks as well as new notifications. It even creates new documents from preset templates, into which data is automatically filled in from the database, thus removing the need to search for data, and potential for errors. Each employee has only what they need and for a lot of tasks all that is necessary is one checking click.