Published on
May 28, 2024

Cegeka closes Deals 2X Faster with Docfield’s Smart Contract Management

Cegeka enhanced its contract management with Docfield, boosting efficiency, consistency, and collaboration in the bid management group.
Company
Cegeka
Industry
IT Services and Consulting
Use case
Docfield for Sales

Introduction 

Cegeka is a European family-owned IT company headquartered in Belgium, operating in 11 countries and offering a comprehensive portfolio of services and solutions, including applications, infrastructure, data solutions, and consultancy. 

When Cegeka started in 1992 with 30 people, its founding philosophy was ‘In close cooperation’ (with customers). Since then, the firm has stayed true to its guiding star, growing to an impressive 6,000+ employees.

Situation

In 2020, Cegeka’s CEO, Stijn Bijnens, introduced the ‘Trinity of Innovation.’ The concept of ‘Trinity’ was a strategic move aimed at achieving powerful synergy by combining Artificial Intelligence, 5G, and cloud computing. 

When the ‘Trinity’ came in full force, the firm’s working groups planned to achieve productivity and operational efficiency gains they had not seen in decades. One of these groups was the bid management group.

As the firm focused on developing a comprehensive managed services portfolio to enhance the consumability of its offerings, the bid management group sought to transform and modernize its contract management process. 

Specifically, Cegeka’s bid manager, Edwin Reijnders, wanted to standardize the bid management process and make contract documents consistent across the bid/proposal lifecycle.    

Challenge

The bid management group assessed the existing contract workflows and realized challenges across the following areas:

  • A fragmented process, from proposal drafting to contract execution
  • The absence of document control, audit trail, and branding consistency
  • A lack of contract data analytics

The team constantly referred to previous customer agreements to draft new ones rather than having a set of standard contract templates. This approach led to several issues:

  • The contract setup became extensive, comprising around ten documents.
  • New contracts contained carryover clauses from earlier agreements, which led to potential confusion and conflicts.
  • The lack of standardized templates resulted in manual back and forth (in multiple email threads) to edit and modify contract documents.
“9% of sales are lost due to poor contract management”

World Commerce and Contracting Association

In its search for a modern contract management platform, the bid management group came across solutions that offered templates, but while templates provide some structure, users can still make adjustments and deletions and inadvertently disrupt the layout of the contract. 

Additionally, when multiple people collaborate on contracts drafted in word processing software and typical knowledge and content management system (CMS), the group often encounters challenges like: 

  • Disappearing content
  • Uneditable sections of text
  • Version control issues

Solution

Cegeka chose Docfield to implement a systematic approach to contract creation, collaboration, negotiation, approvals, and signing. It helped close deals faster while offering a vastly improved user experience. 

A pilot project was conceived by a joint team of experts from Cegeka and Docfield’s customer success team. The team selected an initial set of frequently used documents like RFP response templates, proposals, SLAs, NDAs, and sales contracts and executed them throughout the contract lifecycle:

Docfield Contract Lifecycle Management

Contract creation: Docfield provided Cegeka with a solid foundation for consistent, error-free agreements in the form of cloud-based editable templates for every contract and a clear workflow for a streamlined bid/proposal management process. 

The team started by importing recurring documents in Docfield’s editor. They also categorized and tagged text elements in every template as static or editable blocks. 

Cegeka’s team then used the Smart Fields feature in the templates, which  enabled the group’s users to replace static text with Smart Fields for its variables and meta data (e.g., contract start date, contract type, invoice interval, consultancy hours, etc.). 

Collaborate: Docfield’s cloud-based editor enabled the Cegeka users to comment, track changes and progress, manage permissions, and collaborate with stakeholders on the same document in real-time, eliminating misinterpreted feedback and process frustration.

Features used in this phase include:

  • Comments
  • The revision tracker
  • The progress tracker
  • The user permissions and access manager  

Approvals and e-Signature: The joint team determined the approval workflow and customized the steps based on the template category and use case (To Do, In-progress, Review, Under Review, Ready for Signing, and Signed). Cegeka’s customers and internal stakeholders could accept and electronically sign the contracts using Docfield’s e-Sign feature.

Contract Storage and archiving: Docfield provided Cegeka with a solid foundation for consistent, error-free agreements in the form of cloud-based editable templates for every contract and a clear workflow for a streamlined bid/proposal management process. 

The team started by importing recurring documents in Docfield’s editor. They also categorized and tagged text elements in every template as static or editable blocks. 

Using Docfield's Smart Fields feature was transformative for Cegeka. It enabled the team to replace static text with Smart Fields for its variables and metadata (e.g., contract start date, contract type, invoice interval, consultancy hours, etc.). 

Benefits

Switching to Docfield delivered a transformative advantage - dramatically cutting down the time invested in contracting efforts. By starting with a well-defined base template, the bidding team eliminated the need to copy, paste, and adjust text and clauses for each customer. 

Considering that contract durations often span three to five years or longer, Docfield now provides a solid foundation from which Cegeka’s bid management group manages contracts more effectively and efficiently than the previous CLM approach.

“We aim to incorporate updates to rules, legislation, our portfolio offerings, and pricing into these templates. This robust foundation enables efficient contracting for every new engagement, minimizing mistakes and ensuring a consistent, uniform set of documents”

Edwin Reijnders, Bid Manager, Cegeka

Compliance and Trust: Cegeka’s internal contract and document workflows became consistent with contract management best practices, helping to prevent costly mistakes. 

The group was able to enforce compliance across the board through regular contract updates, including:

  • Changes in regulations and pricing.
  • Currency changes 

Furthermore, access to document history provided time-based snapshots of Cegeka’s contracts, including all edits and overrides, to provide a comprehensive history of changes.

Thus, Docfield helped the team to effortlessly create, review, e-sign, and monitor contracts, benefiting both the internal stakeholders and the Cegeka clients. 

Standardisation: Team Cegeka used standardized templates to ensure consistent format and styling and achieve legal and internal compliance across all contracts.

Better Collaboration: The platform helped the group eliminate misinterpreted feedback and process frustration internal stakeholders face. All stakeholders could collaborate in real-time on the latest updates and comments.

Intuitive Interface: Docfield's user-friendly interface simplifies tasks, eliminating the complexities of managing different versions of contracts on multiple platforms. Smart Fields, combined with conditional logic, make contract drafting a simple fill-in exercise.

Efficiency: As the go-to contract management platform, Docfield significantly reduced the time bid managers spent searching through legacy documents and contracts.

Error Reduction: Docfield allowed the team to categorise the text blocks as static or editable. Cegeka’s team utilised features like review cycles to protect sections from being edited by others while updates were in progress. This helped prevent inadvertent changes or the addition of irrelevant details, effectively minimizing errors and associated risks.

As the bid management team expands its use of Docfield, it plans to track and improve CLM metrics like:

  • Contract renewal rate
  • Cost per executed contract
  • Number of new contracts executed

About Docfield

Docfield is a cloud-based enterprise contract lifecycle management (CLM) platform that helps teams create, streamline, and automate proposals, contracts, policy documents, and corporate documents. Corporate teams from sales, legal, procurement, and operations across multiple industries use Docfield to create Smart Templates as the foundation for their recurring documents. 

Why Docfield?

  • Contracts no longer spread across tools
  • Faster contract process (80% time reduction)
  • Better quality documents
  • Control the content

What makes Docfield unique?

  • Customizable process flow aimed at collaboration
  • Always-connected templates with active documents
  • Intuitive user experience 
  • Smart Fields to replace static text with your company’s data variables and metadata
  • Attractive pricing model

Some of the most frequently sought-after capabilities include:

  • Smart Templates
  • Smart Fields
  • No-code conditional logic
  • Customisable workflows
  • Built-in approvals and audit trails
  • Document Progress tracker
  • Static/editable text blocks
  • Version management
  • Access control management
  • e-Signatures
  • Integration with the Docfield API and 3rd party software

Contact us today to learn more or schedule a demo, or sign-up for a 14 day free trial. See how Docfield can transform your contracting process and empower your team to achieve its full potential.

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