Original Date: 08/20/2001
Revision Date: 12/14/2006
Best Practice : Electronic Contract Management Environment
Lockheed Martin Naval Electronics & Surveillance Systems-Surface Systems implemented the Electronic Contract Management Environment as a secure web site for storing and retrieving all documents essential to the contracts process. The searchable files provide immediate access, accurate information, and efficient version control to remote users.
Previously, Lockheed Martin Naval Electronics & Surveillance Systems-Surface Systems (NE&SS-SS) stored all contracts files as hard copies in multiple, dispersed repositories. As more of the workforce began traveling or resided off-site, these paper files became more inaccessible. Other drawbacks were the burden of administrative support required to maintain hard copies, and the probability of inaccuracies or untimely retrieval. To resolve these issues, Lockheed Martin NE&SS-SS implemented the Electronic Contract Management Environment (ECME), an electronic source for storing and retrieving all documents essential to the contracts process.
ECME uses a web-based integrated digital environment (IDE) to set up electronic file folders behind a firewall, which are easily accessible by registered users via Internet browsers. After converting key hard-copy documents to an electronic format, these and existing Word-format documents were added to ECME’s folders. Currently, more than 15,000 contractual documents are available to 300 users. Automatic document notification is done via e-mail. The robust search capability is always accessible anywhere to all employees with assigned access.
The on-line ECME provides efficient delivery and distribution of all key contractual data. The system promotes re- use of information by many parties, while eliminating the need to copy and e-mail documents. Version control is easy, and booking and reporting errors are vastly reduced. Lockheed Martin NE&SS-SS has even provided limited customer access to IDE for both storage and retrieval at the company’s discretion.
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