Chesapeake Bay Foundation

A CASE STUDY

Every company has to put measures in place to ensure that they control spending and are responsibly managing their budget. Non-profit organizations in particular are under the microscope when it comes to their finances, and must demonstrate that grants, gifts, and other financial contributions are going directly into programs and initiatives that support their mission. Any wasted dollars could potentially lead to reduced funding in the future from both private donors and federal programs. This also means that any expenses for software or administrative support - like contract management software - have to be justified and increase the organization’s ability to serve.

For non-profit organizations with limited budgets, those tasked with managing contracts cannot afford to let opportunities to reduce spending or improve efficiencies slip through the cracks. ContractWorks provides non-profit organizations like Chesapeake Bay Foundation with an easy-to-use, cost-effective solution to sign, store, and track their corporate agreements, and offers special pricing discounts exclusively for non-profits.

Chesapeake-Bay-Foundation
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Overview

Founded in 1967, the Chesapeake Bay Foundation (CBF) is the largest independent conservation organization dedicated solely to saving the Bay.

Serving as a watchdog, CBF fights for effective, science-based solutions to the pollution degrading the Chesapeake Bay and its rivers and streams. Their motto, "Save the Bay," is a regional rallying cry for pollution reduction throughout the Chesapeake's six-state, 64,000-square-mile watershed, which is home to more than 18 million people and 3,000 species of plants and animals.

With offices in Maryland, Virginia, Pennsylvania, and the District of Columbia, along with 15 field centers, CBF leads the way in restoring the Bay and its rivers and streams. For more than 50 years, they have created broad understanding of the Bay's poor health, engaged public leaders in making commitments to restore the Chesapeake, and fought successfully to create a new approach to cleanup that features real accountability—the Chesapeake Clean Water Blueprint.

“I was tasked with tracking all contract end dates and renewals. We tried using various solutions to route, approve, and track contracts but none of the solutions were robust enough to be an efficient solution, so we started looking for something that encompassed our most important needs, contract routing and approval, built in e-signature capabilities, key deliverables, renewal and end date tracking, and allowed us to house and share auditable documentation.”

Nicole Dunn

Contracts Administrator, Chesapeake Bay Foundation

Challenges

Before they decided to implement a dedicated contract management software solution, CBF had been managing contracts using a variety of tools that led to an inefficient process with plenty of room for improvement. It was clear that the tools in place were not robust enough to handle the process, and they needed a better system to streamline their processes to route, sign, store, and manage contracts from one central location.

  • Piecemeal process to manage contracts including the use of shared drives for storage, enterprise resource planning software to route requests and track contract dates, and a separate electronic signature tool
  • Struggled to efficiently track and manage the most important contract milestones and deadlines, like expiration dates and auto-renewal dates
  • As a non-profit, they had very little budget available for software


 

 

Results

When the Chesapeake Bay Foundation discovered ContractWorks, they found a tool that met their contract management requirements. Specifically, ContractWorks gives CBF a single platform that allows their team to route contracts for signature using a built-in electronic signature tool, track contract renewal and end dates, and audit contracts and user activity. CBF now uses ContractWorks to manage all of their corporate agreements, including rental agreements and contracts for goods, services, subawards, grants, leases, and more. And most importantly, CBF found a contract management software with a price that worked within their limited software budget, something that any local or regional non-profit organization can relate to.

  • Easily track critical contract expiration dates and auto-renewal dates with enough time to take action
  • Use one, comprehensive contract management solution that allows them to manage contracts and route them for electronic signature, without having to use multiple tools
  • After considering multiple solutions, CBF found ContractWorks offered the best price point for the specific contract management tools they needed
“Price and an all-in-one solution with e-sign technology was the reason ContractWorks won out.”

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