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Legal Department


Agenda

Opening and Introduction

LDMS’s advancements

Current contract review process

LDMS’s user manual

LDMS overview

Q&A

SPVB Confidential


1. Opening and introduction  Legal Document Management System (LDMS) is a system that helps to automatically create, track, review, approve the legal documents through work-flows.

 Operated in 2012 by SPVB’s Legal and IT team with supporting of external vendor

 Mar 2013, closed temporarily to migration to Singapore server and fixed the critical problems

 Re-built & enhanced a new system due to the changes in SPVB’s business

 Dec 2013, the new LDMS is going live

 From Jan 2014, all contract must be created and submitted on LDMS SPVB Confidential


Agenda

Opening and Introduction

LDMS’s advancements

Current contract review process

LDMS’s user manual

LDMS overview

Q&A

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2. Current contract review process

Contract/ annex/ Legal Documents (hereinafter referred to as “Contract�) review process chart

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Agenda

Opening and Introduction

LDMS’s advancements

Current contract review process

LDMS’s user manual

Overview re LDMS

Q&A

SPVB Confidential


3. LDMS overview The kinds of legal documents are created, reviewed, approved and managed by LDMS

Contract

Annex

Liquidation

Letter of intent (LOI)

Confidential agreement

Legal letter (POA, Recommendation) SPVB Confidential


3. LDMS overview The working principles

Contracting guidelines

SoA

Reporting Line

Standardized Templates

Issued by Legal

• •

To define the work – flow of all documents on LDMS To define the supporting documents

To define the authorization of signer regarding Contract

Issued by Control

To define the authorization of reviewers

Issued by HR

To define the template of all documents on LDMS

Issued by Legal


3. LDMS overview Roles Creator Printer

Legal Admin

LiM IT Admin

Signer

FM LD SPVB Confidential


3. LDMS overview Roles Creator Creator Printer

LiM

-

Create the contract Submit Receive the signed contract from the printer and get the supplier’s sign Upload the duly signed contract to LDMS

Signer

Reviewer (LiM, FM, LD, Signer)

FM LD

-

Review the contract Approve if agree with the content of contract Reject if disagree with the content of contract

Printer -

Print out the approved contract from LDMS Submit the hard-copy to get the signature from Signer Send the signed contract to Creator

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Agenda

Opening and Introduction

LDMS’s advancements

Current contract review process

LDMS’s user manual

Overview re LDMS

Q&A

SPVB Confidential


4. LDMS’s advancements

 User oriented:

Less click.

Less response time.

Real document reviewing.

Functionality  Dynamic configuration for SOA.  Able to extract documents when workflow can not run.  Delegation takes effect immediately.  Nice printed version using pdf instead of infopath form.  Resume-able workflow. SPVB Confidential

Management  Manage suppliers information by Master file.  Supporting Documents require once time  No extra software/license require for users to use LDMS.

Management

 Modern layout: improve graphic by using metro style design.

Functionality

Interface

Interface

LDMS improvements highlights


4. LDMS’s advancements

Ensure the accuracy of Document Work – flow

Ensure the accuracy of Authorization of Signer

Timely update the new changes related to HR, Control, Legal matters, such as: the reporting line, schedule of authorization, legal documents template…

The data will be saved on system - reduce the spent time on “manually”

Reduce the time in sending & receiving many times.

Save paper, save cost, save time SPVB Confidential


Agenda

Opening and Introduction

LDMS’s advancements

Current contract review process

LDMS’s user manual

Overview re LDMS

Q&A

SPVB Confidential


6. LDMS’s user manual

User name: GPID Password: Password of your PC

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6. LDMS’s user manual

1

2

3

4

5

Home

Document

Task

User Manual

About us

Manage Documents

Pending Tasks

Introduction

Create Documents

Delegation

User guide

Templates

Notices

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Q&A


6. LDMS’s user manual

Step 1

A. Create contract

Document – Văn bản Choose: Create contract

Step 2

Choose:  Language;  Category;  Template;

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6. LDMS’s user manual A. Create contract Step 3

Review your Template

Click “Create” to create a new contract

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6. LDMS’s user manual A. Create contract Choose: SPVB’s information

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Step 4


6. LDMS’s user manual Choose right working location, it will decide the Signer and Reviewers

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6. LDMS’s user manual A. Create contract

Choose: Supplier’s information

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Step 5


6. LDMS’s user manual A. Create contract Choose the supplier

1

The supplier information is made by Admin. The creators only choose the name of supplier & check the remaining information.

2

Before creating a contract with the new supplier or changing the supplier’s information, the user must make the request to create the data on system

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6. LDMS’s user manual A. Create contract

Step 6 Fill in ALL fields

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6. LDMS’s user manual

Stick if you would like to print the attached files

Double-check your attached files before submit. Printer icon will appear if you choose print

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6. LDMS’s user manual Reminder of expired date Stick on “Yes” at Reminder of expired date before submit contract

System will remind Creator twice: Once on the day chosen by Creator; the remaining one at the expired date of the document.

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6. LDMS’s user manual A. Create contract Overview the contract before submitting

Step 7

Notes for the Reviewer from the Creator, if any.

Check again the attached files to print

Submit & complete the creating steps SPVB Confidential


6. LDMS’s user manual A. Create contract

Create contract which is not had template of SPVB

Choose

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6. LDMS’s user manual A. Create contract

Create contract which is not had template of SPVB

Upload the contract / document

The Creator must click “Save” before “Summit”

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6. LDMS’s user manual A. Create contract External Contract (External Sales Contract and External Other Contract)  External contract is all contracts which were not created via LDMS (hard-copy or email).  To create an annex and/ or liquidation of hereinabove contracts, the User will use external contract before creating annex/liquidation.

 Legal Admin will verify and approve to complete process Select Signer of Contract

Attach scan file of duly signed contract

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6. LDMS’s user manual Upload the signed contract / document

Step 1

Choose the contract needs to upload Step 2

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At “Tasks – Công việc” choose Pending tasks


6. LDMS’s user manual Upload the signed contract / document

Step 3: Click “Browse” to chose upload file then click “Upload”

Step 4: Click “Uploaded” to complete process

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6. LDMS’s user manual Create annex/ liquidation •

Status of the contract must be “Finished”

At Menu “Document” choose “Manage Document”

Step 1

Click add annex/liquidation

Choose contract which need created annex/ liquidation

Step 2

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6. LDMS’s user manual Search document

Step 1

Step 2

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6. LDMS’s user manual

User can check the contract status at “ Status” or reviewer name at “Assigned to”

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6. LDMS’s user manual B. Review contract

Step 1

At “Tasks – Công việc” choose “Pending tasks”

Or click on “My task”


6. LDMS’s user manual B. Review contract

Step 2

Review the content of contract

Read the notes from the creator and/or the earlier reviewer

Write your notes, if any SPVB Confidential


6. LDMS’s user manual B. Review contract Step 3

Choose one in: - Approve; or - Reject; or - Reassign.

Insert name of Assignee

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6. LDMS’s user manual B. Review contract Choose: Edit contract

Edit contract and click “Save”.

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6. LDMS’s user manual Delegation (Handover task in a short time, such as Reviewer is out of the office‌)

Choose: Delegation

Add new Delegate or delete the prior delegation

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6. LDMS’s user manual C. Print contract

At “Tasks – Công việc” choose “Pending tasks”

Or click on “My task”

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6. LDMS’s user manual C. Print contract

Choose the contract to print

Click “Print”

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Q&A

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Thank You!

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LDMS  

Instruction

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