Case Studies

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Case Study – Hyster Yale Group

 

Hyster Yale

Linking Contract and Matter Management for Effective Legal Oversight

 

Customer

At Hyster-Yale Group, our goal isn’t just to build the best lift trucks possible, but to create solutions that enable our customers to improve the overall efficiency and effectiveness of their businesses. Product development is informed, on-going and proactive. Our wide global presence, among the largest of all material handling manufacturers, enables Hyster-Yale to commit the resources necessary to ensure our lift trucks are some of the most innovative in the industry.

Through our global reach, in-depth business analysis and industry experience, Hyster-Yale Group provides unparalleled product support to our dealers, customers and suppliers. It all translates to higher productivity and lower cost of ownership for our customers.

Business Challenge

Hyster-Yale Group’s Legal Department had a geographically distributed process to create, assemble and manage global contracts. A legacy system was used to manage a collection of manually administered contract templates. This collection of templates encompassed a range of contract types including purchasing, sales, non-disclosure, distribution, licensing, intellectual property, and an assortment of other agreements.

In addition to the sheer volume of contracts created and managed, the Legal Department, like many global organizations, had to manage an equally large number of Legal Matters. With the continued growth in the organization, the workload management needed to be reengineered to operate more efficiently and provide better global access to templates, contracts, and matters.

To address the growth and management, the Legal Department defined a new operating paradigm. This resulted in an extensive procurement initiative to find a vendor that was willing and able to craft the delivered solution to be an HYG solution and not an out-of-the-box solution that was built for a generic contract management installation. After an extensive review of the global marketplace Symfact was chosen as the vendor to help HYG achieve their goals.

Solution Overview

The main goal was to deliver integrated Contract and Matter management functionality to create business contracts and associated legal documents with a strict set of management controls. This necessitated the configuration of a very unique HYG Contract Record that would house all the key meta-data, documents, files, and email communications that accompany the contract through its lifecycle.

The need to provide a portal in which geographically diverse users could request a contract was the beginning point of the new process. Due to the complexity of their business and the need to simplify the ‘request process,’ HYG needed the tool to collect and aggregate the key information about the contractual relationship and to use that information to populate blanks in a prewritten template The Symfact system provides the requestor with contract type specific screen layouts to focus the data entry on the data fields needed for the various types of contracts. This ensured that users were only required to enter information that was relevant to the type of contract at hand. So, an NDA contract request screen would be noticeably different from a request screen for a more complex contract. The ability of the system to prompt for data input needs according to the contract type greatly increased the User buy-in.

For contract negotiation, HYG needed the system to provide a strong authoring tool that allowed users to leverage their knowledge of Microsoft Word, and also have a complete history of changes by all parties through the process. The ability to work on the contract in MS Word via a Check-Out/Check-In process was an absolute requirement by HYG. In addition, HYG also required the tool to allow a user the ability to search and insert text from the Clause Library, the Template Library, or from any document stored in the repository directly from Word. This was an anticipated efficiency improvement and would make users more effective. The ability to Check-In the versions as they were authored allowed for control over where and how the versions were captured along with a secure audit trail.

In addition to the contract meta-data and T’s & C’s, HYG also needed to store and manage a series of artifacts related to the contractual relationship and/or the matter. This would include items such as email communications, logo’s and other trademark images, certificates of insurance, patent information, etc. These would be housed in user created document folders in the Contract Record, along with email stored in their original Microsoft Outlook format.

As the contract worked its way through the assembly and authoring process there was the obvious need to formalize and electronically deliver a robust workflow process. Using Symfact’s business-rule driven workflow engine, the contracts were efficiently routed to only those who needed to contribute to the review and approval process.

Overarching the request, assembly, negotiation, and approval process the system needed to manage security and access rights. Many of the Contract Records had some degree of confidential information. Legal needed to control who could see what data. With Symfact’s ability to assign security down to the data attribute level, the system was easily able to handle HYG’s complex control needs.

Finally, HYG needed the ability to manage a large portfolio of Legal Matters and link these, where appropriate, to one or more contracts in the repository. Working closely with HYG’s Legal department, a design was created for a ‘Matter Record’ that would include the key attributes of the Matter, along with owners and affected parties, documentation, and appropriate notifications and alerts. Symfact delivered the tools and tracking mechanisms for the Legal department to effectively manage these active Matters and visually see the relationships of sub-Matters and existing contracts.

Solution Highlights

  • Centralized control and decentralized access to the global Template Library that is instantly updated whenever a new version was released
  • User focused Contract Request process to gather the right information, including the selection of the template, and route the Request for review
  • Formalized contract negotiations, both internal and external, and retention of the version history for audit purposes
  • Management of documents and communications relating to the contractual relationship pre- and post-execution
  • Ability to create and manage Legal Matters and link these to the contract(s) when required, with a “Family” view that shows all related contracts and matters
  • Automated task and workflow assignments, pre- and post-execution
  • Single repository for all Contracts and Matters
  • Appropriate levels of control over access rights to records, data, and documents
  • Full audit control over all activities performed by users and the records that they accessed

Solution Benefits

  • Robust control over contract template management by the template owner
  • Improved reporting capabilities regarding contracts in various stages of completion
  • A single electronic repository for Legal Department matters and contract records
  • Ability to associate electronic records for related matters and contracts
  • Ability to share work across different geographic locations
  • Access to system data from any company location, replacing siloed work product stored on location-specific computer drives
  • Ability to associate multiple related contracts within a single matter
  • Convenience of saving emails and related PDFs and Excel files in the same data folder with the associated contract or matter
  • Ease of setting future email notifications for contract expiration or any other purpose
  • Ability to run reports and audits on multiple metadata fields, including Business Partner, brand, geographic location, and contract type

 

 

Case Study – medica

symfact supports provider management

Customer

Medica is a health services company headquartered in Minneapolis and active in the Upper Midwest. The non-profit company provides health care coverage in the employer, individual, Medicaid and Medicare markets. It operates in Minnesota, Iowa, Kansas, Nebraska, North Dakota, South Dakota and Wisconsin. Medica also offers national network coverage to employers who have employees outside the Medica regional network.

Medica’s vision is to be trusted in the community for our unwavering commitment to high quality, affordable health care.

Business Challenge

Medica managed provider contracts and contract changes using multiple complex, Access databases and spreadsheets. Information about these provider agreements (changes as well as new agreements) were gathered from several sources and entered in these databases and worksheets. Moreover, several departments often needed to review and approve the submitted Provider data before a new or modified agreement could be drafted. With the anticipated geographic expansion and discrete data sources, Medica sought a more economical and efficient way to scale its process and systems.

Solution

The deployed solution provides a central, integrated system that supports multiple Provider transactions using an integrated workflow for managing the activities of several departmental swim lanes. Any new Provider activity can now be managed across the company using a single integrated system. Within any provider review department assignments can be assigned based on workloads, managed from a secure place for all stakeholders. Each Provider transaction workflow can be defined by Medica with regards to inclusion, sequence and precedence of any required department. The Symfact system will also generate the resulting Provider agreement and manage the execution of the agreement through e-Signature.

Solution Highlights

Working with Symfact the customer has improved its efficiency and contract visibility of the management of large complex agreements:

  • Separate Departmental workflows of any Provider transactions defined by Medica
  • Task assignments based on staff workloads
  • Single repository for Provider agreements eliminating re-entry of data
  • Automatic generation of Provider agreements based on transaction type with e-Signature integration for contract execution
  • Elimination of duplicate data entry and the sun-setting of five internal systems and
  • Foundation to expand the solution to incorporate all Provider data management and demographics support for Directories

Case Study – FIFA

FIFA

Simply Effective Management of Sport & Event Agreements

Customer

The world is rich in natural beauty, cultural diversity but also one where many are still deprived of their basic rights. Symfact’s customer, a global organization, has the mission to reach out and touch the world using football as a symbol of hope and integration. Only with the unwavering dedication of every team member of this worldwide organization, every member association and every business partner, can football in all its forms contribute to achieving goals at a high level by protecting standards, encouraging competition and promoting solidarity in the game. Played by millions around the world football is in the heart and soul of our customer and as the guardian of this most cherished game has a great responsibility. This responsibility does not end with organizing global events and various other competitions; it extends to safeguarding the Laws of the Game, developing the game around the world and bringing hope to those less privileged. This is the very essence of fair play and solidarity. Our customer’s mission is to contribute towards building a better future for the world by using the power and popularity of football. This mission gives meaning and direction to each and every activity that the customer is involved in. Football is a core and integrated element of our society.

Business Challenge

Previously management of contracts was based on an outdated and homemade solution requiring expensive change and modification processes. After an evaluation of all major vendors in the contract management space, the customer selected Symfact based on our ability to precisely deliver the actual functionality required and have the ability to convert the existing 5’000+ agreements (metadata as well as documents) in a timely manner. The customer now controls all ‘sell’ and ‘buy’ side contracts including all ‘other’ agreements fulfilling the high standards for accuracy, cost effectiveness and compliance for all highly sensitive contracts.

Solution

Working with Symfact the customer has now implemented its contract management and reporting functionalities for sports and events agreements over the complete lifecycle. The solution supports the worldwide management of three different templates “Income”, “Costs” and “Other” agreements. Each single contract type can be managed on its own with functional highlights as follows:

  • Metadata and all document types
  • Clause level obligation control
  • Customer classifications and identifications
  • Email notifications trigged by dates and events
  • User definable code attributions
  • Proof of changes and audit trail of all activities
  • Full text search in both documents and metadata
  • Links across multiple objects
  • Mapping of contract or customer specific elements or objects

Benefits

Working with Symfact the customer has improved its efficiency and contract visibility of the management of large complex agreements:

  • Globally standardized review processes for all relevant obligations
  • Post execution review process for terms and conditions
  • Automated or individually set alerts for review of clauses
  • Automated tracking of non-compliant or overdue obligations
  • Decreasing the costs of monitoring and reviewing contractual definitions
  • Improved monitoring accuracy for obligations
  • Tracking, scoring and triggering by obligation (clause)Reduction in organization-wide risks and exposure

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