The Massachusetts Technology Collaborative (MassTech) is an economic development agency devoted to growing the technology sector across Massachusetts by promoting startups and entrepreneurship, supporting key R&D initiatives and encouraging collaborative projects between government, academia and industry.
MassTech enhances compliance and oversight while increasing contract visibility and user adoption
MassTech wanted to replace a cumbersome, semi-manual legacy system with a more flexible, automated and transparent contract management solution. The Icertis Contract Management platform greatly improved contract visibility. The platform’s ease of use led to full adoption by the agency’s staff and a more efficient management system—from procurement through contracting, invoicing and compliance.
The agency’s users are seeing efficiency improvements, as they can now easily track where agreements are in the workflow process, easily find key related documents and, in doing so, save employee time and public dollars.
MassTech is a public agency that handles multi-million-dollar projects for the Commonwealth of Massachusetts. The organization struggled for years with a cumbersome, customized contract management system that was further constrained by a manual paper process.
Users across the organization wanted more visibility and standardization in the contracting process: It was hard to know where contracts were in the workflow. In addition, outdated language and templates were used inadvertently. As a result, adoption of the system was low, slowdowns were common and staff efficiency was directly impacted.
The Icertis platform helped MassTech completely change the way it managed contracts via an intuitive user interface, standardized and easy-to-configure templates, flexible workflows and a transparent view into the overall process and agreements across all stages. Improved ease of use and seamless integration with Microsoft Office products has led to far greater adoption by agency staff.
“We selected the Icertis Contract Management platform because of its flexible workflow, the transparency it provides users into our contracting process and its intuitive user interface,” says Marybeth Dixon, Senior Manager of Corporate Systems & Financial Operations at MassTech. “We use the system not just for contracting, but also for procurement, the pre-contract approval process, contract invoicing and contract compliance. As we’re funded through public investments, it’s critical that we move projects quickly and efficiently, while also providing the necessary internal and external openness that is expected of a public agency.”
- Improved adoption
- Better visibility into workflow, helping to identify bottlenecks
- Ensured contract compliance
- Allowed staff to manage more types of agreements, unifying approvals in one system
- Enabled a more efficient end-to-end process
“The flexibility of the system allows us to have many different types of agreements and to easily see the relationships between them,” says Dixon. “Our users are now able to see where their agreements are in the workflow process, something we were lacking in the past. Having standardized templates in Icertis has further streamlined our internal processes, as all of the legal and contracting language is kept current in these templates.”
Over 75% of employees now use the system, whether to initiate, approve or view contracts. Additionally, the agency’s finance department reports increased oversight due to the system’s automated checks on the financial aspects of contracts prior to payment.