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Modernizing Contract Lifecycle Management for Children's Home Society of Washington (CHSW)

Background:

Children's Home Society of Washington (CHSW) is the oldest and most trusted non-profit agency dedicated to the welfare and wellbeing of children, adolescents, and families across the State of Washington. With a clear mission to enhance the quality of life for children and families by ensuring safety, promoting self-sufficiency, and advocating for their needs, CHSW plays a pivotal role in the social services landscape. The organization is committed to creating a safe, nurturing, and inclusive environment for all.

Challenge:

CHSW, in alignment with its profound mission, has encountered substantial challenges in its current Contract Lifecycle Management (CLM) processes, necessitating a transformation effort:

  • Disparate Contract Management: The organization relies on multiple processes to manage different contract types, resulting in inefficiencies and inconsistencies.
  • Version Control Issues: Proper document management tools for contract version control are lacking, posing risks related to compliance and document accuracy.
  • Limited Insights: CHSW struggles to comprehensively report on or gain insights across all contracts. This deficiency hampers understanding contract spend, provider-level data, service availability, and key equity metrics.
  • Use of Legacy Systems: The organization currently manages contracts using two distinct high-volume legacy systems, the Contract and Procurement System (CAPS) and the Agency Contracts Database (ACD). This reliance has led to complexity and inefficiency.

Solution:

Modernized CLM with Microsoft SharePoint and Power BI To address these formidable challenges, Ardor designed, developed, and implemented a modernization solution for CHSW. The solution leveraged Microsoft SharePoint Online and Power BI to unify, streamline, and standardize contract management activities within a single-system technology environment. The primary goals of this modernization effort included:

  • Service Quality: Enhancing the quality and efficiency of services provided by CHSW.
  • Speed and Efficiency: Streamlining contract processes for improved efficiency and responsiveness.
  • Adaptability: Creating a flexible and adaptable system to support CHSW's mission of enhancing the quality of life for children, youth, and families in Washington.
  • Common and Consistent Management: Establishing a standard approach to contract management, including approvals, document management, negotiation, e-signatures, and advanced analytics.
  • Transition to a Modernized System: Migrating from the complexity of multiple legacy systems to a single, modernized system.

Benefits:

The modernized CLM system has empowered CHSW to overcome its challenges, resulting in enhanced contract management, improved compliance, and deeper insights into contract data. This transformation aligns with CHSW's mission to create a safe and nurturing environment for children, youth, and families while streamlining their operations to better serve the community.

Outcomes:

  • Significantly reduced contract approval cycle from 2-3 months to 7-10 days
  • C-Sat Score increased by 72%