SharePoint Contract Management

The Engineering Department of the City of Bern is responsible for building projects as well as management of public infrastructure in the city. Management of a huge array of contracts comes with this responsibility. In order to guarantee the effective use of these documents, a comprehensive contract management system was introduced in 2012. 

A SharePoint platform was chosen to provide the basic management tool for some 4000 scanned contracts and installations. The special challenge, however, was how to capture spatially-related contracts in their correct geographical location. Geocom and IOZ AG (SharePoint specialists) were given the commission.

The Solution

Geocom collaborated with IOZ AG to develop an interface between SharePoint and the GIS. As part of this solution a “Web Part” allowed a map window to be integrated in the existing SharePoint environment, so that areal geometries could be managed next to their relevant SharePoint elements. In this way the detailed view of a contract could be visualized next to a map overview, and the relevant exact geography of the contract area could be digitized on the map and associated with the contract. 
In the overview map one can find and analyze all contract areas. The filters, map view and list web parts all interact dynamically with each other.
Digitizing of elements takes places fully within SharePoint. Handling and evaluation of data is easy and manageable.

Added Value

For contract management, controlling, management and archiving, the Engineering Department now has access to a user-friendly and comprehensive tool. Departmental as well as cross-departmental queries can be answered. The solution developed by Geocom allows digitizing and attaching of geographical areas to contracts. Editing of geometries takes places directly inside SharePoint, not in the expert GIS. That's why the data-capture workflows do not require GIS operators. Project leaders using the map get a quick overview as to which contracts regarding a particular engineering project exists for the area.


Customer Testimonial:
"With the direct integration of map web-parts in the SharePoint platform we are now able to efficiently assign area geographies to their relevant contracts. Because data are saved directly in Bern’s geographic information system, the contract areas are available to be analyzed together with other layers. With Geocom and IOZ, we found very competent partners for the implementation of a solution of our special requirements."

Timon Kalbermatten - Engineering Department of the City of Bern