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Onboarding Excellence
From spreadsheets to streamlined workflows in 60 days.
- 5 Phases of Onboarding
- 60-Day Rollout Plan
- ROI & Compliance Metrics
Five Phases of onboarding excellence
Phase I: Discovery - Laying the Foundation for Success
- Defining Goals & Objectives - clear, measurable objectives that align with your growth strategy and compliance requirements.
- Current State Mapping - review and documentation of existing processes, data & document types/locations, and other current practices.
- Future State Vision - create a end-to-end process steps for an optimized workflow that meets the required goals and objectives.
- Project Planning - implementation roadmap, assignments, and due dates to keep the CLM transformation on track.
- By the end of the Discovery Phase, you’ll have a clear vision, a structured plan, and a confident path forward, setting the stage for automation, efficiency, and scalability with PoseidonCLM
Phase II: Structure & Risk Alignment - Streamlining Contract Initiation
- Request Form(s) Review & Implementation - intake processes through standardized forms that capture complete and accurate data/documents.
- Initial Review & Approval - establish a simple go / no-go internal process before continued effort is allocated to the request.
- Internal/External Security Questionnaires - requestors and external parties complete risk assessment questionnaires to establish an initial risk tier/rating.
- Risk Tier/Rating Review & Approval - route the initial weighted risk tier and rating results to internal security and compliance team members for review, adjustment, and approval.
- By the end of Phase II, your organization will have a structured, efficient, and risk-aligned contract initiation process, ensuring that every contract request is handled with speed, security, and compliance in mind. PoseidonCLM makes this process seamless.
Phase III: Contract Execution - Driving Speed, Collaboration, and Compliance
- Contract Generation - merge contract record data into use pre-approved templates to save time and reduce errors.
- Internal Collaboration - collaborate with teammates in real-time before the contract is approved and sent external to the organization.
- Redline & Version Tracking - streamline the negotiation process, reduce turnaround times, and ensure transparency.
- Electronic Signature - contracts are sent seamlessly for electronic signature with audit tracking within the platform.
- By the end of Phase III, your contract management process will be fully optimized, accelerating deal cycles, improving collaboration, and ensuring every agreement is executed with precision and compliance. PoseidonCLM transforms contract execution into a competitive advantage.
Phase IV: Vendor Onboarding - Deliver Operational Value
- Vendor Onboarding Email Templates - standardized templates that provide clear instructions, required data/documentation, and next steps.
- Vendor Onboarding Intake Forms - customizable intake forms collect required data/documents directly into records reducing manual entry and driving compliance.
- Vendor Categorization - classify vendors by product/service type, spend category, location of service delivered, or other client-defined subcategories.
- Compliance Review & Approval - structured processes in place to ensure all data and document compliance requirements are in place and due diligence plans are active.
- By the end of Phase IV, your vendor onboarding process will be standardized, efficient, and fully integrated into your contract management system. PoseidonCLM ensures that every vendor relationship starts on the right foot, secure, compliant, and aligned with your business objectives.
Phase V: Ongoing Contract Management - Maximizing Efficiency & Compliance
- Contract Renewal Notifications - automated alerts, scheduled reports, calendar views, dashboards, and more to stay ahead of expiration, auto-renewal, and obligation dates.
- Contract Administration - single source of truth for organization-wide contract data, dates, and documents.
- Due Diligence Program - systematic review and approval processes for existing contracts to ensure compliance standards are upheld.
- Scalability & Integrations - start simple and grow at your pace through integrations and adding all department's contracts and processes.
- By the end of Phase V, your organization will have a fully integrated, automated contract management system that ensures operational efficiency, risk mitigation, and strategic oversight. PoseidonCLM empowers executives with the visibility and control needed to manage contracts with confidence.
60-Day Project plan
See the week-by-week steps we take to ensure success, from kickoff to Go-Live.
Weeks 1 & 2: Kickoff & Discovery
- Kickoff Meeting
- Data & Document Collection
- Gather current tracking spreadsheets and contracts
- PoseidonCLM Org Set-up
- PoseidonAI Extraction
- Determine standard or custom fields to extract from contracts
- This step will repeat as we train PoseidonAI and use alternative language
- Training Session #1
Weeks 3 & 4: Process Review and Validation
- PoseidonAI sample data extraction review and feedback
- Review PoseidonCLM Process Steps
- Intake Form
- Review & Approval
- Internal/External Security Questionnaire Review
- Risk Tier Review & Approval
- Training Session #2
Weeks 5 & 6: Contract Review, Redline/Version, and Execution
- PoseidonAI sample data extraction review and feedback
- Review PoseidonCLM Process Steps
- Contract Generation
- Internal Collaboration
- Redline/Version Tracking
- eSignature
- Training Session #3
Weeks 7 & 8: Data & Document Migration
- Data & Document Migration
- Create Poseidon Account, Contact, and Agreement records
- Migrate documents to appropriate records
- Review PoseidonCLM Process Steps
- Contract Administration
- Reports, Dashboard, List Views, and Calendar Views
- Training Session #4
Weeks 9 & 10: Process Documentation
- End-to-End PoseidonCLM Review
- Process Documentation
- Schedule Go-Live Meetings
- Training Session #5
Weeks 11 & 12: Go-Live & Hypercare
- Go Live
- Hypercare Support Window
- Post Go-Live Check Ins (Optional)
- Training Session #6 (Optional)
- User Feedback Collection
What You're Measuring to What We Measure
Vendor Compliance Tracking Program
What You’re Measuring:
- % of vendors with complete onboarding packages (documents, questionnaires, risk tiering)
- % of vendors reviewed and recertified annually
Why It Matters:
- Incomplete vendor data leads to failed audits, exposure to non-compliant vendors, and missed risk signals.
Baseline & Target Goals:
- Baseline: ~60–70% full onboarding compliance
- Target: ≥95% complete onboarding with annual reviews
Implementation
- Intake: Require standard intake form + risk-based security questionnaire
- Onboarding: Track uploaded documentation (e.g., W9, COI, MSA, NDAs)
- Annual Review Workflow: Automatically trigger annual vendor re-certification task (compliance team notified)
- Tracking Logic:
- Vendors missing any required item = “Non-Compliant”
- All documents + questionnaire + assigned tier = “Compliant”
- Report: Weekly and monthly dashboard review
- Escalation: Notify responsible business owner for incomplete profiles
Contract Compliance Tracking Program
What You’re Measuring:
- % of contracts with accurate and active tracking for key dates (renewals, auto-renewals, obligations)
- % of obligations met on time
Why It Matters:
- Missed renewals = unintended extensions, financial losses, and compliance failures
Baseline & Target Goals:
- Baseline: ~70–80%
- Target: ≥95% of contracts actively tracked
Implementation
- Intake: Require renewal/termination date fields at contract creation
- Auto-Renew Flag: Checkbox/logic to identify recurring contracts
- Obligation Tracker: Each contract to have milestone dates assigned (payment due, deliverable review)
- Monitoring:
- Scheduled report flags any contract missing milestone data
- Alerts auto-send 60/30/7 days before renewal or obligation due
- Quarterly Audit:
- Compliance team reviews tracked vs. untracked contracts
- Risk flagged for departments not completing updates
CLM Cost Savings Measurement Program
What You’re Measuring:
- Total hours saved through workflow automation
- Time-to-execution reduction (contract cycle time)
- Headcount avoided by not adding legal/admin roles
- Errors/omissions avoided (audit trail + standardization)
- Total dollars saved (labor + error costs + cycle improvements)
Why It Matters:
- This is the hard-dollar ROI behind CLM investments
Baseline & Target Goals:
- Baseline: Spreadsheets, Shared Drives, and Manual Processes
- Target: Quantified savings of $500K–$2M per year
Implementation
- Time Savings:
- Pre-Poseidon benchmark: Average hours per contract
- Post-Poseidon: Measure actual time from intake to execution
- Calculate: (Hours saved x # of contracts x hourly rate)
- Headcount Reduction:
- Track legal/admin tickets avoided due to automation
- Assign average resolution time and cost
- Error Reduction:
- Track # of manual errors (missed renewals, misrouted approvals)
- Estimate cost per error avoided
- Reporting:
- Monthly CLM ROI Summary Report to Finance/Legal
- Dashboard visualizing cumulative savings