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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

Phase II: Structure & Risk Alignment - Streamlining Contract Initiation

Phase III: Contract Execution - Driving Speed, Collaboration, and Compliance

Phase IV: Vendor Onboarding - Deliver Operational Value

Phase V: Ongoing Contract Management - Maximizing Efficiency & Compliance

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
Project timeline with task durations
  • 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
Project timeline with task durations
  • PoseidonAI sample data extraction review and feedback
  • Review PoseidonCLM Process Steps
    • Contract Generation
    • Internal Collaboration
    • Redline/Version Tracking
    • eSignature
  • Training Session #3
Project timeline with task durations
  • 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
Project timeline with task durations
  • End-to-End PoseidonCLM Review
  • Process Documentation
  • Schedule Go-Live Meetings
  • Training Session #5
Project timeline with task durations
  • Go Live
  • Hypercare Support Window
    • Post Go-Live Check Ins (Optional)
    • Training Session #6 (Optional)
  • User Feedback Collection
Project timeline with tasks and days

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

Get the Full Onboarding Guide