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

Discover the journey of implementing a contract management system at Colgate, covering scope, technology, people, and process aspects. Learn the steps to effective contract management, evaluating current states, designing end states, developing roadmaps, and ensuring successful implementation of the system.

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

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  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?

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