Cloud-Based Contract Administration System

About the Program

Category: County Administration and Management (Best in Category)

Year: 2012

San Diego County secured a cloud-based contract administration software service that has increased oversight of contracting functions. Contract administrators calendar monitoring activities and are notified by email when a task is due. Tasks not marked completed generate emails to the contract manager. The centralized contract support office administers the system and can be notified of past-due activities by department, employee, or contractor. Contract files can be accessed for review by managers and administrators online and the system is moving HHSA toward a paperless environment. As administrators of the system, the HHSA contract support office is able to track monitoring activity completion dates against scheduled dates across the Agency and provide technical assistance where needed. Contract reports are automated and can be run at any point in time. Additional features of the software enable a virtual contract file, allowing the Agency to go paperless. Monitoring activities are scheduled in the system, which sends email reminders to those responsible. Contract managers can run reports specific to their department portfolio and track the monitoring activities of their staff. HHSA has included MOAs/MOUs in the system as well as use licenses and leases of contractors located in County facilities.