GhostFill
and HotDocs
are two of the most powerful document assembly programs
available today. Both products integrate your precedents and in-house
expertise into systems that rapidly produce highly customized agreements
while maintaining consistency and quality control throughout the
organization. With HotDocs and GhostFill you can build custom assembly
systems that are uniquely suited to the myriad documentation needs
of a government procurement department.
Document assembly engines are also powerful contract management tools when integrated with a database.
Just some of the many applications of a document assembly system for government agencies are described below.
Key Benefits
Reduce Turnaround on Competitive Bid Procurements
The New York City Transit Authority ("NYCTA")
is using an expert system built by Basha Systems to assemble Operating
Contracts to be sent out for competitive bid. The custom system
assembles the bid contract and all required schedules and inserts
project specific language in document. All bid documents are tracked
automatically in a procurement database.
The procurement system allows the NYCTA to:
- Standardize agreements for acquisition of billions of dollars of equipment and services a year.
- Rapidly assemble necessary documentation to get the bid documents out on a timely basis
- Update the agreements in a single central location (on a file server)
and have the updates instantly available to all their users.
The procurement system incorporates in its logic all the project-specific procurement rules. This allows the system to:
- Dramatically cut the training time for new procurement specialists.
- Reduce risk of errors from inclusion of inappropriate contract language.
- Speed up review of agreements by the legal department.
Standardize and Speed Up the RFP Process
Producing an effective Request for Proposal ("RFP") can be a cumbersome
process of reviewing prior RFP's and cutting and pasting those elements
pertinent to the project at hand and deleting those elements not required.
And then there process of styling and formatting the document.
- With document assembly you can build dynamic clause libraries of questions for
the RFP on all potential issues. The user would simply choose the issues he wanted
addressed in the RFP and the appropriate line of questions would be inserted.
- If an issue was not addressed, the user would simply add in the language and it
would now be available to all others on the network for the next assembly.
Simplify the Production of Technical Specifications
- Document assembly can be used to catalogue the mass of technical specifications
that accompany operating and procurement contracts.
- Following a decision-tree of questions, an intelligent document assembly system will pull together all appropriate
files of technical specifications into a single package for printing (and further editing if required).
- Any changes to the technical specifications libraries on the file-server are instantly available to anyone on the network.
No need to send around memos and notices alerting specialists to new requirements.
Track Procurement Process At All Stages
GhostFill can be integrated with a procurement
tracking database. The contract details gathered during the assembly
process will be posted automatically to the database, eliminating
data re-entry and hence, reducing the chances of human error and
differing data.
- Once the data is in, reports can be generated by specialist, contract type, size,
funding source, bidder, length of contract etc. All these details and more are
captured by the integrated system.
- No need for dual entry of data or training in another program.
The same tool that allows the specialist to speed up the creation
of bid documents also serves to propagate detailed data to the
procurement database.
