Contract automation mindmap for implementation of Weagree

Contract automation mindmap. Weagree, as a global leader in contract automation, designed a so-called ‘mindmap’. It reflects a detailed and structured brainstorm overview of all the aspects of introducing and implementing Weagree’s contract creation software.

Three dimensions. Weagree identified three dimensions of rolling out contract creation software: (i) a content-dimension, (ii) the human factor, and (iii) the process-related aspects.

These dimensions can be spun out to key-elements and then further elaborated to sub-elements (et cetera). Contact Weagree for a more elaborate mindmap that splits out each of the above branches.

Leading change management. You may read this chapter in connection with the previous one, where we discussed how the implementation of contract automation (or how the process of continuously upgrading your company’s model contracts) entailed a change management process and I identified which steps could be taken to realise a successful implementation.

The high level mindmap could be translated into the following bullet points:

I. Your model contracts – the content-dimension

(a) Identify User groups & template requirements (in view of timing):

  • Legal department

–      day-to-day contracts
–      month-to-month contracts
–      M&A (NDA, bid letters, frame MOU, SPA)
–      intellectual property rights (licenses, JDA’s, forms)
–      real estate and construction

  • Procurement / purchasing
  • HRM (consultancy and employment agreements)
  • Tax (intra-company SLAs)
  • Finance (intra-company loans)

(b) Contract drafting conventions

(c) Upgrade model contracts

(d) Select and upgrade model contract clauses (to be collected in the clause library of the contract creation software)

  • Identify owner per contract clause
  • Best practice groups
  • Insert explanatory notes
  • Admin responsibility for Wizard-drafting consistency

Note: there is no need to upgrade model contracts before implementation of a contract assembly solution (because in practice, contract assembly software appears to be a catalyzer)!

II. Persons involved – the human factor

(a) Legal department

(b) Non-legal (BU’s, IT, staff)

  • BU’s and business line managers (scheduled according to the scope and phase of roll-out)
  • Internal customers / sounding board for Q&A’s
  • Involve/inform IT helpdesk

(c) Your Weagree contract automation provider

  • Advice on use and functionalities of the wizard
  • Support on roll-out and use
  • Model contract upgrading services
  • Template insertion services (including advice on structuring Q&A’s)

III. Roll-out and use – the process-related challenge

(a) Training

  • Three to four day-parts for inducing and training a template administrator
  • Intro presentations to internal customers
  • Optimise Q&A-questions and template setup

(b) Preparations for use

  • Deliver ‘demonstratable’ content (initial input for teasing your peers and illustrating capabilities)
  • Insert model contracts and build Q&A’s

–      Prepare model contracts
–      Prepare Q&A (questions, answers, options)
–      Allocate templates to user groups

  • Establish contracting house style

(c) Start using!

  • Presentations to stakeholders:

–      Legal department members
–      Head of Legal, and senior management (non-users!)
–      Group-by-group: key business managers (if desired: subject to approval)

  • Update notices to all stakeholders (i.e. about improved model contracts and new contract clauses – your clause library)
  • Use template Q&A’s for intake of new cases

(d) Incorporate in daily work (anchoring new approach in the culture)

  • Continue optimising template Q&A’s
  • Legal department meeting – permanent agenda item
  • BU / business line meetings

Roll-out – technical matters

Finally, there are a few practical matters. They will likely be addressed by your IT department.

(a) Hosting and security (Internal vs. the provider engaged by Weagree)

(b) Daily backup

  • Created contracts (via DMS vs. via hosting)
  • Model contracts

(c) Second stage: build interfaces & web-services

  • Sharepoint / DMS
  • CRM (Salesforce, Effacts, etc.)
  • Company entities book
  • Workflow
  • ERP (SAP, Oracle)