contract discovery & migration best practices

® APTTUS 2013APTTUS Corporation | 1400 Fashion Island Blvd., STE 200, San Mateo, CA 94404 | info@apttus.com

#CLM14

Contract Discovery and Migration

Best Practices

David BeloveVP, Sales Enablement Apttus

Dan DaehlerVP, Services & AlliancesSeal Software

® APTTUS 2014

#CLM14

• The problem with contracts

• Hidden challenge of CLM implementation

• Migration best practices

• Discuss how technology can address this challenge

• Automating CLM going forward

• Conclusions

• Questions

Agenda

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What Does Good Contract Management Offer?

Control

Compliance

Insight

• Cost containment• Margin protection• Risk management

• Access • Visibility

• Contractual• Regulatory • Internal policies

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Contract Management Best Practices

Negotiate

Store

Reports and

Alerts

Create

Approve

Automated self-service creation of new contracts

Electronic workflows for internal contract review & approval

Secure external workspace for contract negotiation

Central repository for all contracts

Sophisticated management reports and alerts

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Contract Management Reality

Process Map

• Inadequate Technology

• Change management deficiencies

• Confusing or broken process

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The Problem with Contracts

Does your organization know:

• How many contracts you have?

• Where are the contracts located?

• What terms and clauses are in the contracts?

• Which business processes rely on contract metadata to

work?

• How do you maintain data governance of the metadata ?

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• Contract data is critical to mitigating risk for business

units/processes

Contract Lifecycle

Management (CLM)

Client Relationship

Management (CRM)Procurement

Risk Legal Audit

Enterprise

Resource Planning

(ERP)

The Challenge with Contracts

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Primary Benefits Are Not AchievableWithout Addressing These Problems

Visibility Accessibility Search & Query

Reports& Alerts

These benefits rely on discovery of all contracts and the extraction of the meta data/attributes that they hold

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The Hidden Challenge with CLM Deployments

How will your organization address the following challenges?

• Migrating legacy contracts into the new system?

• Migrating key terms and information already extracted from their contracts into a new Contract Lifecycle Management solution?

• Ensuring on-going contracts will be diligently and consistently uploaded and the key/relevant attributes extracted, reviewed and entered?

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• How many contracts exist?

• Where are they located?

• How many contracts are hard copy versus electronic?

• Has a vendor been identified that can scan hard copy contracts?

• How has the validation of documents been defined and executed to ensure

there is a single file that represents the contract?

• What metadata is required for each contract record in the CLM solution?

• Does the required metadata reside in the contract or elsewhere?

• What additional fields for metadata not found in the contractual documents are

required?

• What support documents make up the “Contract”: emails, supporting

documents? Do these need to be migrated?

• How will you manage a review cycle?

Migration Considerations/Lessons Learned

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Options for Managing Hidden Challenges

• Pure Manual Support

• Software automation and manual review

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Discover and Migrate

Collection Review View & Analyze

Contract Discovery and Review is a key part of any CLM implementation

Extract

- Discover contracts

- Range of electronic

file and content systems

- All file types (tif, gif,

Word)

- Searchable PDFs created

- Key contract elements

identified and extracted

- Extract to secure

repository

- Data review

- Data correction

- Contract approval

- Review process as light

or detailed as needed

- Key contract data,

obligations, clauses, and

PDFs pushed to enterprise

system for ongoing review

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Using Contract Analytics to Put Power in the Hands of Contract Professionals

Access ScA

Create new ‘policy’ (30 min)

New search run in ScD

Term/provision appears in ScD

Identify a need

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Contract Management Challenges

• No standard request process

• No standard contract format

• No standard clause library

• No single source of data

• Manual contract creation

• Critical terms absent

• Protracted redlining cycles

• Protracted signature cycles

• No searchable repository

• No milestone notification

• Manual compliance tracking

• Revenue leakage

Manual ProcessesDisparate Systems

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APTTUS Contract Management

PreContract

Store & Comply

Author &Negotiate

Requestor enablement

Standard formats

Standard clause library

Based in Salesforce

Streamlined authoring

Managed by exception

Controlled redlining

Streamlined approvals

Cross-app collaboration

E-Signature

X-Author

Visible repository

Report against performance

Ensure compliance

Managed renewal

Opportunity ERP

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All Applications

MS Office

Salesforce

Adobe PDF

All Modalities

Desktop

Mobile

Offline

All Service

Internal Users

Client Portal

Partner Portal

All Analytics

Risks

Compliance

Cycle Times

All Contracts

Legacy Contracts

New Contracts

Third-party Paper

Comprehensive Functionality

Opportunity ERPAPTTUS

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Apttus Advanced Usability

Opportunity ERPAPTTUS

Sales and Legal can both workin the tools they prefer

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• A complete, enriched, reviewed and cleansed repository of all legacy

contracts in a fully searchable format

• An on-going process to ensure consistent contract review and loading

of contracts executed outside of the system

• The ability to identify “rogue” contracting once CLM is in place

• The ability to take action with your T&Cs, obligations and commitments

Conclusion: A Successful and Well Adopted CLM Relies Upon:

® APTTUS 2013APTTUS Corporation | 1400 Fashion Island Blvd., STE 200, San Mateo, CA 94404 | info@apttus.com

#CLM14

Q&A

David BeloveVP, Sales Enablement Apttusdbelove@apttus.com

Dan DaehlerVP, Services & AlliancesSeal Softwaredan.daehler@seal-software.com