ADVANCING CONTRACT MANAGEMENT

The DC Public Service Commission (DC PSC) plays a critical role in overseeing utility regulations and ensuring fair practices for the residents of Washington, DC. Although the agency's previous contract management system included some digital components, it lacked the comprehensive automation necessary to efficiently manage the complex contract lifecycle. With contracts involving multiple roles—administrators, reviewers, and approvers—there were challenges in tracking progress, maintaining organization, and minimizing errors. The PSC required a more advanced solution to streamline workflows,enhance accuracy, and provide clear oversight of contract statuses and deadlines, while also supporting improved reporting, version control, and coordination across teams.

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Industry:

Government

Location:

Washington, DC

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Avid Systems implemented a tailored contract management solution built on Microsoft's Power Platform to address the specific requirements of DC PSC. The system is designed to streamline the entire contract lifecycle across three key roles-contract administrator, reviewer, and approver-facilitating a structured flow for contract creation, review, and approval. Key features include:

Automated Contract Creation: Administrators can efficiently create and update contracts, including adding new vendors and making amendments as necessary.
Role-Based Workflows: The system automatically routes contracts to designated reviewers and approvers, minimizing manual intervention and improving process visibility.
Version Control and History: A comprehensive history of contract updates, communications, comments, and feedback is maintained within the contract records, ensuring full documentation of all actions and interactions.
Document Management: Contracts and related documents are securely stored within the system, readily accessible for review, approval,or archiving.

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The implementation of the new contract management system significantly enhanced DC PSC's ability to manage contracts by:

Minimizing Errors: Automated workflows reduced the risk of manual errors, improving the accuracy of contract data and ensuringthat all process steps were correctly followed.
Increasing Efficiency: The system optimized contracthandling, enabling a smoother transition from creation to approval with greateroversight at each stage, allowing staff to focus on more strategic tasks.
Improving Organization: With improved tracking ofcontract statuses, the ability to archive completed contracts, and the abilityto keep all communications, comments, and feedback tied to individual contractrecords, the system enhanced the organization and accessibility of contractinformation.
Saving Time: The automation of contract processesaccelerated the overall workflow, enabling the agency to meet deadlines moreeffectively.

By adopting this solution, DC PSC achieved a more efficient and reliable approachto managing its contracts, ensuring better control and oversight across theentire process.

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