BSH uses Contract Management in SAP company-wide

“When the project started, of course we had wishes and specifications that a new system should fulfill. This included replacing existing Excel and Sharepoint solutions with an electronic workflow with a digital signature,” says Claudia Bock, Project Leader | Processes, organization, IT process mana gement. Distribution agreements in individual countries should be digitized and standardized. The decisive factor here was that the high volume of pap er records and the sometimes lengthy approval processes are omitted. The new processes were initially started in Austria and Switzerland, with other countries, such as Italy, following or getting ready to deploy the customizable solution.

“With our contract management system, cuContract, we are offering the BSH Group a solution that is already fully functional, but at the same time adaptable to any country- and company-specific requirements, which is integrated into the existing SAP system,” says Stefan Heins, Managing Director at valantic. The digital contract management makes it possible to manage all associated documents and e-mails in a clear and audit-proof manner throughout their entire life cycle – from inquiries, tenders, and offers, to cont ract conclusion and controlling, to termination and controlled destruction.

“All important data is stored in cuContract; the agreement is created with the cuDocument Builder and downloaded to the employee’s tablet. The customer receives a digital and secure signature,” explains Stefan Heins. For the signing of contracts and documents, the electronic signature saves a lot of time and effort. “A secure and easy-to-implement digital signature was also an important requirement for us when selecting the solution,” says Claudia Bock. Sales employees can obtain signatures directly onsite using the tablet, and the fully integrable solution from DocuSign can also be used webbased, mobile, and offline. Contracts and contr act-relevant documents can be created, managed, signed, and archived in a legally secure manner within the SAP-integrated contract management system, cuContract.

With all the simplifications and the digitization of documents and contracts, attention must always be paid to GDPR compliance. Thanks to cuContract’s detailed access and authorization system, all processes are always GDPR compliant. Rights for views and access are differentiated according to company departments and only the data that is absolutely necessary is stored. When the data retention period is reached, the system deletes the relevant personal documents and data records based on rules, either semi-automatically – after verification by the authorized employee – or completely independ ently.