SharePoint · Oil and gas

A SharePoint system to track agreements, renewals and terminations

A SharePoint workflow to register, approve, renew, amend and terminate agreements. Each request goes to the manager and the department head, with expiry details and documents kept with the request.

Client: An oil and gas company with agreements across many departments and partners
Industry: Oil and gas
Platform: SharePoint
Started from: Contract Management product

01The challenge

Agreements were tracked in folders and spreadsheets. Expiry dates were missed, renewals started from scratch, and nobody could see which agreements were approved, amended or terminated.

02The solution

A request is New or Renew, and Renew picks an earlier approved request. The form takes requested by, name of partner, agreement value, name of document, agreement date, effective date, whether there is an expiry date (Yes or No), state, description and documents. The first approver is the creator's manager and the second is the department head. An approver can approve, reject or ask for more information. Approved requests can be amended, and they can also be terminated, going through the same approvers. Admins keep the masters for designation, department with head, employee, state, name of document and location, an approver matrix by department, and admin and member groups.

How an agreement is tracked

New or RenewRenew picks an earlier approved request so details carry over.
Agreement detailsRequested by, name of partner, agreement value and name of document.
DatesAgreement date, effective date and expiry date Yes or No.
State, description and documentsAgreement papers are attached to the request.
First approvalThe creator's manager.
Second approvalThe department head.
AmendmentApproved requests can be amended and sent through the same approvers.
TerminationApproved requests can be terminated through the same approvers.

Screens from the system

Sample data only. These screens show the layout and flow, not real records.

Screen 1 of 4Built for this client

Dashboard

Requests the user raised, requests waiting for the user and completed agreements.

What we built

Request formNew and Renew requests with all agreement details.
Renewal from approvedPick an old approved request instead of retyping.
Two-level approvalManager first, department head second.
Need more infoApprovers can return a request for changes.
Amendment and terminationBoth follow the same approval route.
MastersDesignation, department with head, employee, state, name of document and location.
Approver matrixApprovers set by department.
Admin and member groupsSeparate access for administrators and members.