The Importance of Contract Management in Higher Education

February 10th, 2023

Do you know that contract management in higher education is integral to running a thriving institution? It’s not just about signing agreements and keeping them on file. It’s about managing the entire contract lifecycle, from start to finish. This includes creating, signing, tracking, and renewing contracts while ensuring compliance with applicable laws and regulations. 

But why is contract management so important in higher education institutions? 

Key takeaways:

• Contract management oversees and administers contracts between two parties, including agreements between a school and its vendors – or faculty members and students.

• Contract management helps institutions save time by eliminating manual data entry and allowing administrators to search for and retrieve contract documents easily.

• By leveraging contract management systems, institutions can easily see which services are up for renewal and when they need to be renegotiated to get a better rate or terms from vendors.

• Institutions can reduce the chances of costly mistakes or disputes arising from contractual obligations by implementing a system to track provisions such as pricing terms, delivery dates, and payment schedules.

What Is Contract Management in Higher Education? 

Contract management oversees and administers contracts between two parties, including agreements between a school and its vendors, grantors, or faculty members and students. It involves multiple steps, such as reviewing and drafting contracts, monitoring the performance of the contract and grant terms, and resolving any agreement disputes.

Today, a vital part of contract management involves leveraging technology. A contract management system for higher education is a software platform designed to streamline the contract process for educational institutions. It enables colleges and universities to manage contracts, forms, documents, and more in a secure online environment. It offers features like:

• Automated workflow processing
• Document versioning and tracking
• Real-time email notifications

These systems are vital for educational institutions looking to make their contract process more efficient and cost-effective.

The Invaluable Role of Contract Management in Higher Education 

In general, contract management protects both parties in a contract by providing clear expectations regarding obligations and responsibilities. It also provides a record of agreements to reference if issues arise during a contract’s term.

For higher education, there are more specific benefits.

1. Timely Execution 

Contract management in higher education streamlines the process of managing contracts from start to finish, enabling timely execution. It provides an efficient way for institutions to manage their contractual agreements, reducing paperwork and significantly increasing the accuracy of information. 

By providing a comprehensive set of tools to track contracts, stakeholders can view the status of their agreements and review vital information at any time. Contract management solutions enable higher education institutions to coordinate the activities of multiple stakeholders involved in the contract process, ensuring that everyone works together in an organized manner. 

In addition, contract management helps institutions save time by eliminating manual data entry and allowing administrators to search for and retrieve contract documents easily. It also provides an automated way to track contract expirations and renewal dates, enabling administrators to stay on top of their contracts and ensuring all agreements remain valid and up to date.

2. Cost Savings 

Contract management in higher education provides significant cost savings by reducing the resources needed to manage and track contracts. By streamlining the contract creation and management process, universities save money on labor costs of manual contract creation, monitoring, and archiving. The monitoring also helps universities avoid costly non-compliance penalties or fees.

Contract management systems also help universities save money by centralizing all the details involved in each agreement. For example, a university might have contracts with different vendors for various products or services. By keeping track of all these agreements in one central place, universities can avoid overspending on products or services they already have covered under other contracts. They can also easily see which services are up for renewal and when to renegotiate to get a better rate or terms from vendors. 

3. Compliance and Risk Mitigation 

Contract management in higher education helps ensure compliance with applicable laws and regulations, minimizing institutional risk and protecting the university’s financial interests. Contracts are often complex and contain numerous provisions that educational institutions must follow. An efficient system to manage them can help universities avoid costly mistakes with lasting repercussions.

Contract management helps higher education institutions ensure compliance with local, state, and federal laws. For example,  if an institution is subject to the Family Educational Rights and Privacy Act (FERPA) or other privacy laws, its contract management system should have a feature that helps ensure it meets all applicable requirements. Institutions also need to be aware of their contractual obligations and any changes in relevant laws. Universities are susceptible to violating laws and regulations without a comprehensive contract management system, leading to potentially severe penalties.

Contract management also helps universities minimize risk by ensuring that all contracts are properly executed and monitored. Institutions can reduce the chances of costly mistakes or disputes arising from contractual obligations by implementing a system to track provisions such as pricing terms, delivery dates, and payment schedules. 

Contract management software security is also a significant factor to consider. With the proper security protocols, educational institutions can ensure that all contracts and sensitive data are out of the reach of unauthorized hands. These protocols help protect the institution and its partners from potential losses or legal liabilities.

Image source: https://biglanguage.com/

Partner with Contact Logix for Higher Education Contract Management

Contact Logix provides a comprehensive cloud-based contract management system designed for higher education institutions. Our platform offers unmatched flexibility and scalability to meet the diverse needs of universities, colleges, and other educational organizations. Our intuitive interface helps streamline the contracting process, from initial request to final approval. You can easily manage complex agreements, track critical milestones, and gain greater visibility into contract performance. 

We also provide access to powerful analytical tools that enable you to identify trends and issues, benchmark performance, and analyze financial data. Our comprehensive reporting capabilities make it easy for you to track the success of your contracts in real time. 

Partnering with Contactlogix gives you the confidence and peace of mind that your contracts are always up to date and compliant. 

Request a demo today to learn more!

Looking for more articles about Contract Management? Check out our previous article “5 Strategies to Plug Contract Value Leakage“.

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