Contract/Project Files - Naming and File Hierarchy Best Practices

[Needforspeed]

Current filing structure is pretty chaotic/disorganized, so wanted to see if anyone has any good suggestions or best practices in how they maintain their e-files. My thinking is to create a Sharepoint site that is organized by internal project number - which is a number that is also linked to the project number assigned in our accounting system. That sounds better than by client, for example. Then, potentially separating the files by active/inactive. In the contract folder, you would have a contract brief, all awards and mods, a folder for subcontractors or consultants, if any. The proposal folder would be linked or visible in the folder and contain final proposal revisions/budget docs, etc. Outside of using a contract database, any ideas for a good file structure on Sharepoint?

[here_2_help]

You're with a contractor, right?

My thoughts:

1.  Why do you have an internal project number that differs from the "official" project number in the accounting system? What's the value in that?

2.  Where is the link to contract identifier?

3. You need a relational database, with all data field active (contract identifier, accounting project number, customer, customer POC, internal POC(s), period of performance, contract value, funding (if incrementally funded), etc. You need another database for subcontractors, purchase orders, and consultants, which ties back to the accounting project number and prime contract identifier.

[Needforspeed]

Thanks Help, correct - with a contractor.

These are great questions.

Can you clarify what you mean on question 2? For question 3, are you referring to something above and beyond the accounting system - does Sharepoint qualify as a database? Or something like an Access database? If you could expand on what a relational database is to you that would help.

[User 34]

Whatever you do, spend time figuring out the structure first before implementing it and think deeply about what contracts should go in and what should not.  Should a closed-out contract be subject to the new structure or not?  If yes, how far back do you want to go?  

Do not spend time and effort designing a beautiful library only to toss the books in willy-nilly and then complain that you need a new library because the old one is disorganized.     

[here_2_help]

49 minutes ago, Needforspeed said:

These are great questions.

Can you clarify what you mean on question 2? For question 3, are you referring to something above and beyond the accounting system - does Sharepoint qualify as a database? Or something like an Access database? If you could expand on what a relational database is to you that would help.

Question 2 -- Each prime contract (or subcontract) you are awarded has a "contract number". You should include it. Each of your project numbers should have a link to the contract (or subcontract) that was awarded to your company.

Question 3 -- Sharepoint, from what I understand, is a web-based document management and storage system. Basically, it's a 21st Century filing cabinet. Is that what you want? Or do you want something like OnBase, which is "a single enterprise information platform for managing content, processes, and cases, combining ECM, case management, business process management (BPM), records management and capture functionality". (Not a recommendation, just an example.) My thought is that contract management (and subcontract management) is a dynamic process. You are managing mods, funding changes, and other fun things. Where are you managing all that stuff and the workflow(s) associated with them?

[formerfed]

1 hour ago, Needforspeed said:

For question 3, are you referring to something above and beyond the accounting system - does Sharepoint qualify as a database? Or something like an Access database? If you could expand on what a relational database is to you that would help.

Share point isn’t a database.  Access is but it is simple and lacks capabilities of newer tools.

User34 and help_to_help offer great input.  Take some time to define your needs and seek some expertise to come up with a good solution.  Talk with some IT experts and a couple industry sources.  Ask the commercial companies to identify users with similar needs as your and talk with them.