Contract compliance management software manages the key performance metrics of business diversity management programs. An enterprise-level system, such as B2Gnow supplier diversity management software, will enable government agencies and primes to digitize required documents and data, automatically validate certification status, match vendors to approved commodity codes, and calculate actual vendor participation versus contract goals.

It captures lower-tier utilization up to ten tiers deep. Prime and subcontractor payments are collected, and direct subcontractor payment confirmation on active contracts is facilitated monthly or quarterly to minimize the risk of certified vendor participation falling below contract goals.

Organizations that utilize a leading contract compliance tracking and reporting software, such as B2Gnow, will benefit from the following: 

• Simplified User Experience – Intuitive interface that holds all required contract documentation and communications between agencies, contractors, and subcontractors, automated processes, and at-a-glance dashboards supplier diversity compliance monitoring. 
• Increased Efficiency – Save time by digitizing and sharing data collection among agencies, prime contractors, and subcontractors. Primes can quickly target and find certified vendors for their specific projects. Integration with other B2Gnow modules shares data, reducing duplication of records and data entry.
• Enhanced Transparency – At-a-glance dashboards provide a quick view of contract progress, status, and pending items. All communication between agencies and prime contractors is tracked for visibility. 
• Streamlined Compliance and Reporting – Easily track the status of your project, including participation percentages, goals met, payments, etc., and run required reports to demonstrate compliance, including complex federal compliance with regulations such as USDOT 49 CFR Parts 23 and 26.
• Maximized ROI – Expand the pool of qualified contractors, fostering a more competitive bidding environment and driving greater value for your projects.

Contract compliance management software is designed to help public agencies and organizations manage all aspects of business diversity compliance. A top supplier diversity software, such as B2Gnow, will include features such as:

• Certified Vendor Search – Find qualified vendors who hold certifications recognized by your organization, with the ability to search by certification type, certification status, work area, or other characteristics. 
• Payment Tracking with Subcontractor Verification – Prime and subcontractor payments are collected, with direct subcontractor payment confirmation facilitated monthly or quarterly. This process minimizes the risk of certified vendor participation falling below contract goals by ensuring accurate and timely reporting on active contracts up to ten tiers deep.
• Digitized Document Management – Agencies and primes can digitize required documents and data, streamlining the process of managing vital contract information while reducing administrative burden.
• Automated Alerts and Messages – Track all communications and notes/comments for a more complete picture. Receive automated alerts for progress, goals reached, and records updated or changed. Create templated letters for contract status to send notifications on your company’s letterhead.
• Reporting – Keep stakeholders informed about business diversity and utilization data, including over 400 reports and contract information available in Power BI. 
• Disparity Study Data Collection – B2Gnow compiles and organizes essential contract and vendor data, which can be shared with consultants to facilitate disparity studies.
• Insights and Real-time Tracking – View summary or detailed information. Track real-time site visits, communications, due dates, changes, payments, contract status, alerts, status history, and access. View contract progress to date and see the awarded amounts to the actual payments. Goal status is color-coded for easy at-a-glance viewing.

Any organization needing or wanting to track and manage the key performance metrics of a business diversity program can benefit from using contract compliance management software. This includes government agencies, healthcare, education, housing, general contractors, civil engineering firms, and more. A leading contract compliance management software such as the supplier diversity management platform offered by B2Gnow ensures compliance with supplier diversity regulations by managing contracts and payments for prime and subcontractors while monitoring diversity requirements in one system. Organizations utilize software like B2Gnow to meet their goals, streamline efficiency, and stay compliant. 

Non-compliance with Disadvantaged Business Enterprise (DBE) requirements can lead to serious penalties, including loss of federal funding, legal action, contract termination, corrective action plans, and reputational damage. Also, consistent failure to meet DBE rules may result in ineligibility for future federally funded projects or procurements. To mitigate the risk of non-compliance, organizations need contract compliance management software that promotes contract compliance through proven processes to efficiently monitor and document actual participation of certified DBE subcontractors, suppliers, and trucking firms. A leading platform, such as B2Gnow, enables organizations to fully document vendor participation against contract goals in various scenarios, including multi-agency contracts and those with deep supplier and subcontractor-tiered structures. It should also reduce administrative burden by enabling firms to directly validate payment information and other details related to the work performed. Ideally, the system is easy to access and is continually updated by a U.S.-based development team to ensure the ability to adapt to expanding program goals and ongoing compliance with changing rules. It should also have proven scalability to handle complex projects across large organizations successfully.  

A good contract compliance management software, such as B2Gnow supplier diversity software, will support regulatory compliance by providing organizations with tools to streamline and automate compliance processes. Features to help ensure regulatory compliance include:

• Vendor Management and Tracking – Contract compliance monitoring software facilitates the tracking of vendor certifications, such as minority, women, or disadvantaged business enterprises (MWDBE), to help ensure compliance with diversity program goals and regulations.

• Labor Compliance – B2Gnow, through its eComply module, empowers organizations to manage prevailing wage and certified payroll reporting requirements, helping ensure adherence to state and federal labor laws.

• Comprehensive Reporting – A robust contract compliance reporting platform generates detailed reports that meet regulatory requirements, offering transparency into spending, participation, and workforce compliance. This supports transparency and simplifies audits. With a leading contract compliance management software, such as B2Gnow, organizations can generate reports, such as the USDTO’s  Uniform Report, with the click of a button.

Organizations should choose a contract compliance management software with stringent security standards, one that is committed to protecting customer data across the entire platform, such as B2Gnow. Considerations should include:

• Restricted Access to Customer Data – The provider should enforce strict policies for all user data and request that their support team follow documented and controlled processes.
• System Logging – All system activity should be logged to maintain detailed user and transaction audit trails.
• Incident Response – Providers should have a comprehensive incident response process, with quarterly testing and security measures to eliminate risk. They should have a Security Incident Response Team trained to respond to possible security incidents quickly.
• Authentication Methods – Software should include multi-factor authentication with multiple operations available and provide a one-time access code via email or secure login through services like DUO, Authy, or Google Authenticator.
• Infrastructure – A top provider will host their infrastructure on a leading data hosting service like Amazon Web Services. 

Additionally, web-based systems should have 256-bit SSL encryption. Providers should be SOC-2-certified, complying with reporting requirements set forth by the American Institute of Certified Accountants (AICPA). Independent annual audits should be made available to potential customers. 

When choosing software for contract compliance tracking and reporting, there are many factors for a public agency’s supplier diversity program to consider. 

Compliance Requirements

• Regulatory Alignment: Can the system support all relevant local, state, and federal regulations (e.g., M/WBE, DBE, SBE requirements)?
• Certification Validation: Does the system automatically track and verify vendor certifications?

Features and Functionality

• Data Management: Does the system digitize and organize contracts, vendor profiles, and documentation?
• Tracking and Reporting: Can it monitor vendor participation, contract goals, payments, and lower-tier utilization (up to 10 tiers) in real time?
• Alerts and Notifications: Does it provide automated reminders for due dates, reporting deadlines, or alerts for progress, goals reached, and records updated or changed?

Connectability

• Data Exchange: Can the system communicate with existing financial software, procurement tools, and certification directories?

User Experience

• Ease of Use: Does the system offer intuitive, easy-to-use interfaces for both staff users and vendors?
• Support for Vendors: Can vendors easily submit documents, verify data, and track their own compliance through a designated portal?

Reporting and Analytics

• Reports: Does the included reporting suit the organization’s supplier diversity compliance reporting needs? Does it offer the ability to create custom reports in Power BI? Can users generate reports, such as the USDOT’s Uniform Report, with the click of a button?
• Goal Tracking: Can progress toward diversity and participation goals be easily monitored and analyzed?
• Transparency: Does it include at-a-glance dashboards that provide a quick view of contract progress, status, and pending items? 
• Audit Trails: Is there a comprehensive record of actions for audits or investigations?

Security and Data Privacy

• Data Protection: Does the system comply with stringent data security and privacy standards?
• Access Controls: Are there robust permissions to control who can access and edit sensitive data?
• Vendor and Technical Support
• Support: Is there dedicated, ongoing support for both the agency and its vendors?
• Training and Onboarding: Are comprehensive resources available for staff and vendors?

Cost and ROI

• Initial and Ongoing Costs: What are the implementation, licensing, and maintenance fees?
• Return on Investment: Will the software reduce administrative overhead and create greater efficiency?

Reputation and Experience

• Industry Experience: Does the provider have experience with government supplier diversity programs?
• Customer References: Can the vendor provide testimonials or references from similar organizations?