Team: ConTrakt
- Adam Tadros
- Oshada Bandara
- Elijah Stieger
- Lilian Cho
- Orlando Boquin
“The district is processing around 1800 to 2000 purchase orders and roughly 700 to 800 service contracts, about 40% of all purchase orders.”
Problem
Foothill-De Anza Community College District staff managing contracts and vendor relationships face significant challenges tracking insurance certificate compliance, contract expiration dates, and vendor documentation requirements across hundreds of active agreements. The manual review and tracking process creates administrative bottlenecks that expose the district to risk when insurance coverage lapses or contracts expire without renewal. Staff spend considerable time manually organizing contract files, monitoring expiration calendars, and chasing vendors for updated certificates rather than focusing on strategic vendor relationship management and negotiation. Without automated alerts and centralized visibility, critical compliance gaps can go unnoticed until a problem arises, creating liability exposure for the district.
Technical Solution
The ConTrackt team developed an AI-powered contract and insurance tracking platform that automates compliance monitoring and document management for vendor relationships. The solution leverages AWS services including Amazon Textract (document analysis service that extracts text and data from scanned documents) and Amazon Bedrock (large language model access) to automatically extract key information from insurance certificates and contracts, including coverage amounts, expiration dates, and policy numbers. Using AWS Lambda (serverless computing for automated workflows), Amazon DynamoDB for structured data stores, and Amazon SES (simple email service), the platform automatically flags upcoming expiration dates and missing documentation, sending proactive alerts to staff and enabling document search. The system provides centralized dashboard visibility into vendor compliance status across the entire contract portfolio, reducing manual tracking overhead and enabling staff to focus on strategic vendor management rather than administrative tasks.
Showcase
| Presentation Recording | A recording of AI Summer Camp students presenting their project. |
| Slideshow | The accompanying slides shown in the video. |
| Source Code | All of the code and assets developed during the course of the AI Summer Camp. |
About the DxHub
The Cal Poly Digital Transformation Hub (DxHub) is a strategic relationship with Amazon Web Services (AWS) and is the world’s first cloud innovation center supported by AWS on a University campus. The primary goal of the DxHub is to provide students with real-world problem-solving experiences by immersing them in the application of proven innovation methods in combination with the latest technologies to solve important challenges in the public sector. The challenges being addressed cover a wide variety of topics including homelessness, evidence-based policing, digital literacy, virtual cybersecurity laboratories and many others. The DxHub leverages the deep subject matter expertise of government, education, and non-profit organizations to clearly understand the customers affected by public sector challenges and develop solutions that meet the customer needs.