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Mindmap of implementing Weagree’s Wizard (2)

This is Weagree’s 99th weekly weblog post! The next one – no. 100 ! – will be about the Times Roman font and is published next week.

Contract automation implementation mindmap. In part 1, Mindmap of implementing Weagree’s Wizard (1), I elaborated on the three dimensions of our experience with the implemention of the Weagree Wizard at our launching customer ASML. We reflected this in a mindmap, a method designed to visualize what is necessary for a successful roll-out of Weagree’s contract assembly software, and to make sure everyone is on the same track.

Weagree has comprehensive experience in how legal counsel and law firms work. We know the ins and outs from the highest level of legal practice. You will probably agree with ASML and us that buying a piece of software is one thing; making it a success story (as is Weagree’s primary ambition) is something else. You may well find yourself buying a recipe for disaster by selecting the ‘best buy’ from a vendor who has no idea of the top legal practice and hardly any interest in supporting the success you aim for.

To keep the mindmap readable on this small screen, we inserted the high level version (without all the sub-branches).

THE MINDMAP FOR IMPLEMENTING WEAGREE’S CONTRACT ASSEMBLY WIZARD:

Mindmap of implementing Weagree’s Wizard (1)

Contract management implementation change management. In a series of blog posts early 2009 (click here, here and here), I discussed how the implementation of the Weagree Wizard entailed a change management process and I identified which steps should be taken to realise a successful implementation.

Together with Weagree’s main launching customer, ASML (a Nasdaq- and Euronext-listed multinational supplying the world’s greater electronics giants with their high-tech chip-production machines), we designed a so-called ‘mindmap’ reflecting a detailed and structured brainstorm overview of all the aspects of the introduction and implementation of Weagree’s contract drafting software.

Let me share a generalized version of our mindmap. In this post 1, I give the explanation; in blogpost Mindmap of implementing Weagree’s Wizard (2) only the mindmap.

Contract automation implementation mindmap. With ASML, we identified three dimensions of rolling out their Weagree Wizard: (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). The high level mindmap could be translated into the following bulletpoints:

I.          THE CONTENT-DIMENSION – YOUR MODEL CONTRACTS

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

  • Legal department (use of: 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

  • Owner per contract
  • Best practice group / BU / staff

(d)       Select and upgrade model contract clauses (to be collected in knowledge management functionality of the Weagree Wizard)

  • 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 the Weagree Wizard appears to be a catalyzer)!

II.         THE HUMAN FACTOR – PERSONS INVOLVED

(a)       Legal department

  • General counsel / Head of Legal
  • In-house legal counsel
  • Best practice groups for model contracts
  • Administrator (template insertion) and coordinator

(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)       Weagree

  • Advice on use and functionalities Wizard
  • Support on Roll-out and Use
  • Model contract upgrading services
  • Template insertion services

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 (this involves: preparing model contracts; building Q&A’s (questions, answers, options); allocating the 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!); and, 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)
  • 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

(a)       Hosting and security (Internal vs. Weagree)

(b)       Daily backup

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

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

  • Sharepoint / DMS
  • CMR
  • Company entities book

Obviously, each case differs from the other. Also, for law firms another approach would likely be more effective. Nevertheless, this mindmap may serve as a starting point for establishing your roadmap to automated contracting. Weagree is of course available to help your company with it.