What do you like best?
The system is intuitive and user-friendly, easy for most people to pick up and start to use with minimal training.
The ability to sort contracts by vendor (funder in our case), type, start and end dates, etc. is very helpful, as is the ability to filter the data to provide a more limited subset of information. This has allowed us to be more proactive about certain contract renewals, develop greater insights into sources of funding, and
What do you dislike?
I would like to see:
a) more options for customizing the labels on the navigation bar such as changing Vendor/Supplier to Funder (as we did), Entity to 'Branch" or "Unit."
b) additional reporting options - e.g. by contract type
c) from an end user perspective, I would like to see a more streamlined process when creating new contract cards so that there are fewer "clicks" between tabs and so that certain fields are populated by default with the option to change them via a dropdown menu. (e.g. set the default contract status as "live" with the ability to change to "pipeline" when needed.
d) scrolling up and down the screen or left to right can be a bit cumbersome at times.
Recommendations to others considering the product
Consider whether you have the expertise internally to configure Gatekeeper to your needs or whether to engage the vendor team to do so.
If you are moving to a digital repository and workflow from a paper-based or Excel spreadsheet-based tracking system, give thought to how you want to label the contract cards, uploaded files, etc. so that end users will intuitively know where to look to find the contracts they need.
What business problems are you solving with the product? What benefits have you realized?
To date, we have used Gatekeeper primarily as a repository of contracts - having moved from disparate collections of contracts held by regional offices or local units to a central repository held by our national office. This has helped to enhance compliance monitoring.
We have used Gatekeeper workflows on a pilot basis in an effort to replace a slow, paper-based and Canada-Post based process for circulating contracts between our local, regional and national offices with a digital one. Doing so has allowed us to speed up the process of circulating, reviewing and signing off on contracts so that our local units get paid sooner!