| | NOVEMBER 20159CIOReviewsystem itself. Documents can all be date stamped, which is a huge help when searching for specific clients, service changes, key words, and users of the system. The downside is that there is a ton of preparation and training on all ends for the set-up of non-contractual documentation and external users. Although, it would be ideal if internal and external users were working the same environment, contract management is unique to most companies and system vendors must be extremely intuitive to all of the variations. Out of the box contract systems are great for one time only non-customized orders, services and products. And, we all can see the benefit of contract management systems for companies with gadgets and products to sell, rather than services to license. Think of all of our everyday online purchases. Contractual terms must be built in for users to agree to on all sites, and digitally storing this information versus storing paper copies in a filing cabinet keeps the information available to internal and external users. Like in the old days, file cabinets are still the preferred way to organize documents. Systems allow for virtual file cabinets. For some contract management systems, cabinets can be used for pending agreements and not necessarily for fully executed agreements, which is a change from the past. Since contracts flow through a request, creation, signature and archive process; fully-executed documents should be automatically archived. Automation allows for the file cabinets to be designed by the system or the user. Since system cabinets can be limitless, we must ensure that we create a very tight organizational system setup. Streamline Templates and Criteria from the OnsetA change that appears to be necessary when designing a contract system is to reduce the number of templates necessary within the system. The last thing a client wants to receive is an entirely different contract from a business of a parent company to which the client already has a license. Aligning templates makes it possible to create consistent field fill-ins for specific types of documents, thus allowing simpler cross training across business units. While cloud-based systems are limitless, we should use common sense and control the number of forms we need.Despite all of the complexities of a contract management process, project leaders need to look at ways to simplify system criteria. They also must be extremely thoughtful when it comes to rollout phases. Organization is key, and sharing ideas and best practices will streamline rollout phases--especially across larger companies. Rollout and test the smallest, least complex business unit or one without a current system first, then expand the system across larger divisions. Creating a filing system and reducing templates, labeling fields with common terminology and assessing whether the process includes internal and/or external users ­ all ultimately determine the parameters of the lifecycle process. Engaging all players early in the process and knowing who will ultimately be approvers, managers, users and enhancers of the system is an absolute necessity. Assessments of whether or not it makes sense to include external system users is "key" to the overall process flow, and without support from leadership, the best systems and processes can be overlooked. Large companies need to get down to granular levels when it comes to individual processes converging. Processes don't change as much as the vehicles that drive them. If we can remember that, we will drill down to the key elements of creating better-integrated systems in an ever-changing landscape.A key factor for successful migrations, integrations and launches is to ensure stakeholders, who effect system change, possess industry experience
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