Implementing a Contract Management System: A Journey That Need Not Take a Lifetime

1. Implementing a Contract Management System: A Journey That Need Not Take a Lifetime

2. Contract Management at Colgate • Scope • Buy Side NDA, Supply, Services, Sows, Logistics, Amendments/Renewals, Repository • North America and Corporate • Roughly 100 Requests per Month • Technology • Apttus Implementation w/ Docusign • People and Process • COE in Mexico Service Center • 2 Legal, 2 Procurement • Detailed and Automated Flows • Next Phases / Rollout

3. Contract Management at VMWare

4. Steps to Effective Contract Management • Evaluate Current State • Design End State • Develop Road Map • Implement

5. Steps to Effective Contract Management • Evaluate Current State • Design End State • Develop Road Map • Implement c

6. Evaluate Current State • What is in-scope? • How are you doing it today? • People, process, technology • Outside Counsel ($s) • Internal resources (Hrs) • How well are you doing it? • Internal clients • Is there a business case? • Senior leadership

7. Evaluate Current State • Tools to Use • Surveys and interviews • FTE Analysis • Turnaround time analysis • Collect templates and playbooks (if any) • Lessons Learned • Part art, part science • Ownership at the top • Look for existing internal programs • Avoid favoring internal tools

8. Steps to Effective Contract Management • Evaluate Current State • Design End State • Develop Road Map • Implement c

9. Design End State • Who will do it tomorrow? • Same resources, new headcount, LPOs • What process will you follow? • Automation, templates, risk tolerance • Streamlining effort / process reengineering • What technology will you use? • What information will you track/report? • How much will it cost? • Has it been done before?

10. Design End State • Tools to Use • Requirements documents • Consultants and peer companies • Demos from vendors • Job profiles • Detailed templates and playbooks

11. Design End State • Lessons Learned • Details matter • Being on the “road map” may not be enough • Plan to capture data for your metrics • Choose metrics that will be used • Make tough decisions • Standardize as much as possible • All stakeholders/users at table (“Silent Saboteur”) • This is your chance to drive change

12. Steps to Effective Contract Management • Evaluate Current State • Design End State • Develop Road Map • Implement c

13. Develop Road Map • Do you have available resources? • SMEs, project management, leadership • Who is responsible for failures? • Have you defined criteria for go/no-go date? • What steps are on the critical path? • Waterfall or iterative approach?

14. Develop Road Map • Tools to Use • Project management function/discipline • Recurring meetings on calendar • Leads for different work streams • Lessons Learned • “Overplan” for change management • Effort and duration are not the same • Plan for iterations • Don’t forget dependencies

15. Steps to Effective Contract Management • Evaluate Current State • Design End State • Develop Road Map • Implement c

16. Implement • Tiered roll-out or “big bang”? • Do you have available resources? • SMEs, project management, leadership • Do you understand the technology? • Does your vendor understand your content? • Professional services from vendor? • Did you budget the right amount?

17. Implement • Tools to Use • Collaboration tools • Lessons Learned • Everyone has a “day job” and “Project fatigue” is real • Over configuration is bad too • Individuals that know substance & technology • Play to the strengths of your technology • A solid process can solve holes in technology • Fixed fees are good • Change management and training are critical

18. Questions?