CLM Implementation - Project Details / Task List
Tag: clm
Total Hours: 40h
Structure: Single Milestone (<=50h)
Milestone: CLM Implementation
Description: A technical implementation project that deploys a Contract Lifecycle Management (CLM) platform to give legal teams a centralized repository for contracts, version-controlled templates, redlining workflows, and automated approval routing—reducing contract turnaround time and enabling sales to close deals faster.
Task List: (CLM Implementation) 1. Discovery & Platform Setup
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Define Business Objectives and Success Metrics | 2h | Align stakeholders on why the CLM is being implemented and establish measurable goals. End state: Documented objectives with specific KPIs that will measure project success. • Conduct kickoff meeting with legal, sales ops, and executive sponsor • Identify primary pain points (e.g., contract bottlenecks, version control issues, approval delays) • Set measurable goals (e.g., reduce contract turnaround time by 30%, cut manual drafting by 50%) • Document current contract volume metrics (contracts/month, average cycle time, approval wait time) • Get stakeholder sign-off on objectives and success criteria |
| 2. Assemble Cross-Functional Project Team | 1.5h | Identify and onboard representatives from all impacted departments to ensure buy-in throughout implementation. End state: Project team roster with clear roles, responsibilities, and time commitments. • Identify key stakeholders: Legal (template owner), Sales Ops (workflow owner), IT (integration owner), Finance (audit requirements) • Assign project owner/champion who has authority to make decisions • Define RACI matrix for implementation decisions and approvals • Schedule recurring project sync cadence (weekly during implementation) • Document escalation path for blockers and scope decisions |
| 3. Map Current Contract Workflows | 2.5h | Document the end-to-end contract process for both legal and sales to identify bottlenecks and automation opportunities. End state: Visual workflow map showing current state with pain points annotated. • Interview legal team on current contract creation, review, and approval process • Interview sales team on how they request/initiate contracts and track status • Document handoff points between legal, sales, and finance • Identify bottlenecks and redundant steps (e.g., multiple email approval chains) • Map contract types and their respective approval paths (NDA, MSA, SOW, Order Form) • Quantify current turnaround times by contract type |
| 4. Evaluate and Select CLM Platform | 3h | Compare CLM vendor options against client's requirements, tech stack, and budget. End state: Selected vendor with signed contract and implementation timeline. • Document must-have requirements (CRM integration, e-signature, clause library, workflow automation) • Evaluate top vendors: Ironclad, DocuSign CLM, Conga CLM, Icertis, Agiloft • Assess integration capabilities with existing CRM (Salesforce/HubSpot) and e-signature tools • Compare pricing models (per user, per contract, enterprise license) • Conduct vendor demos with legal and sales stakeholders present • Present recommendation with pros/cons to decision makers • Complete procurement and contract signing |
| 5. Set Up CLM Account and Admin Configuration | 2h | Create the CLM platform account and configure foundational admin settings. End state: CLM account created with admin access, security settings, and organizational structure configured. • Create CLM platform account and assign super admin access • Configure organizational structure (departments, teams, regions if applicable) • Set up SSO/SAML authentication with company identity provider • Configure security settings (data retention, access logging, IP restrictions) • Set up user roles and permission templates (Legal Admin, Sales User, Read-Only) • Document admin credentials and access procedures for client handoff |
| 6. Configure Role-Based Permissions | 1.5h | Define and implement permission levels for different user groups based on their contract interaction needs. End state: Permission matrix implemented with appropriate access for legal, sales, and other stakeholders. • Define permission levels: Sales (create, request, track), Legal (review, redline, approve, manage templates), Finance (read-only, audit access) • Configure permissions in CLM platform matching defined matrix • Set up approval authority limits (e.g., discounts >20% require VP approval) • Test permissions with sample users from each role • Document permission matrix for ongoing administration |
Task List: (CLM Implementation) 2. Configuration & Integration
Contains: Parts 3-4
| Task | Est | Description |
|---|---|---|
| 7. Set Up Contract Templates | 3h | Import and configure standardized contract templates with approved language and variable fields. End state: Template library populated with all standard agreement types ready for use. • Gather existing approved templates from legal (NDAs, MSAs, SOWs, Order Forms, Renewals) • Convert templates to CLM platform format with dynamic fields • Configure variable fields (company name, effective date, term length, pricing) • Set up template versioning and approval workflows for template changes • Test template generation with sample data • Get legal sign-off on template accuracy and formatting |
| 8. Build Clause Library | 3h | Create a searchable library of pre-approved clause language for consistent contract drafting. End state: Clause library with tagged, searchable approved language that can be inserted into contracts. • Identify commonly negotiated clauses (indemnification, liability caps, data protection, payment terms) • Organize clauses by category and risk level (standard, negotiable, non-negotiable) • Import approved clause language into CLM clause library • Tag clauses with metadata for searchability (category, risk level, use case) • Configure clause alternatives (if prospect rejects Clause A, offer Clause B) • Train legal team on clause library usage and maintenance |
| 9. Configure Automated Workflows | 3.5h | Set up automated routing, approvals, and notifications based on contract type, value, and risk. End state: Workflow automation active with contracts routing to appropriate approvers automatically. • Map approval workflows by contract type (NDA = auto-approve, MSA = legal review, Custom = VP legal) • Configure value-based routing (e.g., >$100K requires finance review) • Set up risk-based routing for non-standard terms or clause deviations • Configure automated notifications (pending review, approaching deadline, expired) • Set up renewal and expiration alerts (30/60/90 day warnings) • Build escalation rules for stalled approvals • Test all workflow paths with sample contracts |
| 10. Connect CLM to CRM | 2.5h | Establish the integration between CLM platform and Salesforce/HubSpot to enable contract creation from opportunities. End state: CLM connected to CRM with bi-directional data flow configured. • Install CLM app/package in Salesforce or HubSpot • Configure OAuth connection between systems • Map CLM fields to CRM opportunity/account fields • Set up contract creation button on Opportunity record • Configure which opportunity data auto-populates contract fields • Test connection and field mapping with sample opportunities |
| 11. Configure Data Sync Settings | 2h | Set up bi-directional sync so contract status and key dates flow back to CRM for forecasting and reporting. End state: Contract data syncing to CRM with key fields visible on opportunity/account records. • Define which contract fields sync to CRM (status, effective date, term, value, expiration) • Configure sync frequency (real-time vs batch) • Map contract status values to CRM stage or custom fields • Set up CRM reporting on contract metrics (cycle time, pending approvals) • Build contract visibility on Account and Opportunity layouts • Test full contract lifecycle with sync validation at each stage |
| 12. Build Contract Reports and Dashboards | 3h | Create visibility tools for legal, sales, and leadership to monitor contract pipeline and performance. End state: Dashboards showing contract volume, cycle time, bottlenecks, and upcoming renewals. • Build legal dashboard: pending approvals, redline queue, avg review time • Build sales dashboard: contract status by opportunity, deals waiting on contracts • Build exec dashboard: total contract volume, cycle time trends, renewal pipeline • Create scheduled reports for contract expiration warnings • Set up alerts for SLA breaches (contracts exceeding target cycle time) • Document dashboard access and interpretation for stakeholders |
Task List: (CLM Implementation) 3. Rollout & Handoff
Contains: Parts 5-6
| Task | Est | Description |
|---|---|---|
| 13. Conduct Pilot Launch | 3h | Test the complete CLM system with a small group of users and deals before full rollout. End state: Pilot completed with feedback incorporated and system validated for broader deployment. • Select pilot group (3-5 sales reps, 1-2 legal team members) • Process 5-10 real contracts through the system • Document issues, friction points, and user feedback • Refine workflows, templates, and permissions based on pilot learnings • Validate CRM sync accuracy with actual contract data • Get pilot group sign-off before proceeding to full rollout |
| 14. Train Legal Team | 2h | Provide comprehensive training to legal team on template management, approvals, and compliance features. End state: Legal team proficient in CLM administration and daily contract workflows. • Schedule training session (60-90 min) • Cover: template management, clause library updates, approval workflows, reporting • Train on compliance features: audit logs, version control, amendment tracking • Create admin quick-reference guide for legal • Record training for future new hires • Address questions and document FAQs |
| 15. Train Sales Team | 1.5h | Train sales team on initiating contracts, tracking status, and collaborating with legal through the CLM. End state: Sales team able to self-serve contract requests and monitor status without email/Slack. • Schedule training session (30-45 min) • Cover: initiating contracts from CRM, tracking contract status, requesting expedited review • Show how to find approved templates and use clause alternatives • Create sales quick-reference guide with screenshots • Record training for team distribution • Set up office hours for first two weeks post-launch |
| 16. Execute Full Rollout | 2h | Deploy CLM to all users with clear communication and change management. End state: All users onboarded with contracts flowing through new system. • Send rollout communication with benefits and key changes • Activate all user accounts and verify access • Decommission old contract request processes (email, shared drives) • Monitor adoption metrics daily for first two weeks • Address support tickets and common issues quickly • Communicate quick wins and success stories to drive adoption |
| 17. Transfer Admin Ownership to Client | 1.5h | Hand off all credentials, documentation, and ongoing administration responsibilities to client team. End state: Client self-sufficient with complete documentation and admin access. • Transfer super admin credentials to client legal ops lead • Deliver documentation package: admin guide, workflow diagrams, template inventory • Provide troubleshooting runbook for common issues • Document vendor support contacts and escalation process • Review ongoing maintenance tasks (template updates, user provisioning, license management) • Get client sign-off on handoff completeness |
| 18. Establish Measurement and Optimization Cadence | 1.5h | Set up ongoing metrics tracking and schedule optimization reviews. End state: Client has clear KPIs and a plan for continuous improvement. • Validate baseline metrics are captured for comparison • Schedule 30-day check-in to review initial metrics • Compare actual cycle time reduction vs target • Identify remaining bottlenecks for future optimization • Create backlog of enhancement requests from user feedback • Schedule quarterly business review cadence for ongoing optimization |
Summary
- Total Task Lists: 3 (consolidated from 6 Parts)
- Total Tasks: 18 (one per Step)
- Total Hours: 40h
- Generated from: playbook_clm-implementation.md
- Generated on: 2025-12-31