Your Contract Management Data Template

The Contract ID serves as the definitive case identifier, uniquely linking all events and activities related to a specific contract. Each record in the event log corresponds to an action performed on a contract, and this ID groups those actions together.

In process mining analysis, this attribute is fundamental for reconstructing the end-to-end journey of every contract. It allows for the visualization of process flows, calculation of cycle times from request to execution, and segmentation of analysis based on individual contract characteristics.

This is the essential key for tracking a contract's complete journey. Without it, you cannot analyze the end-to-end process flow or calculate case-level KPIs.

This is typically the primary key of the main Contracts table in Agiloft.

This attribute describes the step that was performed in the process, such as 'Contract Drafted', 'Legal Review Conducted', or 'Contract Executed/Signed'. These activities are the building blocks of the process map.

Analyzing the sequence and frequency of activities helps identify the main process flow, discover deviations or rework loops, and pinpoint which steps are most common or time-consuming. It is essential for building dashboards like the 'Overall Contract Lifecycle Overview' and 'Contract Drafting Process Variants'.

Activities define the steps in your process map. This attribute is required to visualize the process flow and understand what work is being done.

Derived from the action or status change recorded in the contract's history or audit trail tables in Agiloft.

This attribute provides the timestamp of the most recent data extraction. It is crucial for understanding the freshness of the data being analyzed and for managing data refresh schedules.

Users rely on this timestamp to confirm that they are viewing up-to-date information and to understand the time window covered by the analysis. It is a key piece of metadata for any reliable data-driven analysis.

Ensures users know how current the data is, which is vital for making timely and accurate business decisions.

This timestamp is generated and added during the data extraction, transformation, and loading (ETL) process.

This attribute identifies the origin of the contract management data. For this process, the value will consistently be 'Agiloft'.

In broader enterprise analyses that combine data from multiple systems, this field is crucial for data lineage and ensuring that analyses are correctly scoped. It provides context and traceability for the data.

Identifies the data's origin, which is crucial for data governance, troubleshooting, and integrating data from multiple sources.

This is a static value that should be added during the data extraction and transformation process.

This attribute provides the date and time for each activity recorded in the contract's history. It establishes the chronological order of events, which is critical for process discovery and analysis.

The Start Time is used to calculate durations between activities, identify bottlenecks, and measure cycle times. It is the foundation for virtually all time-based KPIs, such as 'Average Contract Cycle Time' and 'Average Approval Phase Duration'.

This timestamp is essential for ordering events, calculating durations, and analyzing process performance over time. Process mining is impossible without it.

This corresponds to the timestamp of an action recorded in the contract's history or audit trail tables in Agiloft.

This attribute indicates the contract's current stage, such as 'Drafting', 'In Review', 'Executed', 'Expired', or 'Terminated'. It provides a snapshot of where the contract is at any given time.

In process mining, the change in status over time is what often defines the activities themselves. As a case-level attribute, it's useful for filtering analysis to focus only on active, executed, or expired contracts. It directly supports the 'Upcoming Contract Deadlines & Status' dashboard.

Provides a quick overview of a contract's current stage, enabling filtering and segmentation for analysis of in-flight versus completed cases.

This is a standard field in the main Contracts table in Agiloft.

The Contract Type is a key categorization field that defines the nature and template of the agreement. Different contract types often follow distinct process variants, have different levels of complexity, and involve different stakeholders.

This attribute is essential for comparative analysis and is a primary driver for the 'Contract Cycle Time Variability Factors' and 'Negotiation Redline Frequency' dashboards. By segmenting the process by contract type, analysts can uncover why certain types take longer, require more revisions, or deviate from the standard process more often.

Explains significant variations in process complexity, duration, and risk. It's a fundamental attribute for meaningful process segmentation.

This is a standard field in the main Contracts table within Agiloft.

This attribute represents the total financial worth of the contract, whether it's revenue, cost, or commitment. This value is often a key factor influencing the level of scrutiny and the complexity of the approval process.

Contract Value is crucial for the 'Executed Contract Value & Volume Trends' dashboard, allowing for financial impact analysis of process performance. It can also be used to correlate contract value with cycle time, revealing if high-value contracts take significantly longer to process. This helps in prioritizing high-value contracts and optimizing their workflows.

Provides financial context to the process, allowing for value-based analysis, prioritization, and understanding the business impact of delays.

This is a standard field in the main Contracts table in Agiloft.

This attribute identifies the other organization or individual signing the contract. The counterparty can significantly influence the negotiation process, timeline, and terms of the agreement.

Analyzing process performance by counterparty is a key goal of the 'Contract Cycle Time Variability Factors' and 'Negotiation Redline Frequency' dashboards. It helps identify which partners lead to longer negotiations or more revisions, allowing for tailored negotiation strategies and better relationship management.

Helps identify how different external partners impact contract negotiation times and complexity, enabling better forecasting and strategy.

This is a standard field in the main Contracts table or linked from a Companies/Accounts table in Agiloft.

While Start Time indicates when an activity began, End Time marks its completion. The difference between the two represents the processing time of that specific activity.

In process mining, having both Start and End Times enables a more detailed analysis of resource utilization and waiting times versus active work times. For example, it can distinguish the time a legal review was actively being worked on from the time it was waiting in a queue. This supports the 'Legal Review Processing Time' KPI.

Allows for the calculation of an activity's true processing time, separating active work time from waiting time for more precise bottleneck analysis.

In some systems, this is directly available. Often, it's inferred as the Start Time of the next activity in the case. For Agiloft, it may need to be derived from the audit trail.

The Expiration Date is a critical date field that dictates the end of a contract's active term. It is essential for managing renewals, terminations, and avoiding unintended lapses or auto-renewals.

This attribute is the cornerstone of the 'Upcoming Contract Deadlines & Status' dashboard and the 'On-Time Contract Action Rate' KPI. It allows the business to proactively manage contract end-of-life events, ensuring that renewals or terminations are handled in a timely manner and preventing missed deadlines.

Crucial for proactive contract management, enabling the business to avoid missed deadlines for renewals or terminations.

This is a standard date field in the main Contracts table in Agiloft.

This attribute provides the departmental context for the contract, such as 'Sales', 'Legal', 'Procurement', or 'Finance'. This information can be associated with the contract owner or the user who performed a specific activity.

This dimension is critical for the 'Contract Cycle Time Variability Factors' dashboard. It allows for filtering and comparing process performance across different departments, revealing if certain departments have longer cycle times, more rework, or different process paths. For example, you can analyze if contracts originating from Sales take longer to get through legal review than those from Procurement.

Allows for performance comparison across business units, helping to identify department-specific process issues or best practices.

This information can be joined from user profile tables or may be stored directly on the contract record in Agiloft.

This attribute identifies the individual responsible for completing a given process step, such as the person who drafted the contract or the lawyer who conducted the legal review. It is typically sourced from the user information associated with an action in the system's audit trail.

Analyzing by user is essential for the 'Contract Resource Workload Analysis' dashboard, as it helps identify workload distribution, performance variations between individuals, and opportunities for training. It also helps trace accountability for specific actions.

Enables workload analysis, performance comparison, and identification of resource-specific bottlenecks or best practices.

Typically found in the contract history or audit trail tables, linked to the user who made the change.

This metric measures the time taken for a contract to get through all necessary internal and legal approvals. It typically starts when the first review activity begins (e.g., 'Internal Review Submitted') and ends when the final required approval is received.

This attribute is the basis for the 'Average Approval Phase Duration' KPI and a key component of the 'Review & Approval Bottleneck Analysis' dashboard. It isolates a critical stage of the contract lifecycle, allowing for focused analysis on what causes delays in reviews and approvals.

Isolates and quantifies the time spent in the approval stage, helping to pinpoint and address bottlenecks in this critical phase.

Calculated from the event log by finding the time difference between the start of the first approval activity and the end of the last one for each contract.

This attribute specifies which standard template, if any, was used as the starting point for the contract. Consistency in template usage is key to an efficient drafting process.

Analyzing this attribute helps support the 'Contract Drafting Rework Rate' and 'First-Pass Internal Approval Rate' KPIs. By comparing the performance of contracts created from different templates, or from no template at all, organizations can identify which templates are most effective and where standardization efforts are needed most.

Helps assess the effectiveness of standard templates and promotes standardization, which can significantly reduce drafting time and rework.

This may be a field on the contract record in Agiloft that is populated when a contract is created from a template.

This attribute is a calculated metric representing the total time elapsed for a contract to move through its core lifecycle, typically from 'Contract Request Initiated' to 'Contract Executed/Signed'.

This is a primary KPI for process performance, directly measuring overall efficiency. It is the main metric for the 'Overall Contract Lifecycle Overview' dashboard and the 'Average Contract Cycle Time' KPI. Analyzing cycle time helps identify long-running cases and investigate the root causes of delays.

This is a key performance indicator that measures the end-to-end efficiency of the contract management process.

Calculated by taking the difference between the timestamp of the 'Contract Executed/Signed' activity and the 'Contract Request Initiated' activity for each Contract ID.

This attribute distinguishes between human-driven activities and system-driven ones, such as automated status updates, notifications, or system-triggered workflows.

In analysis, this helps in understanding the level of automation within the contract management process. It can be used to measure the impact of automation initiatives, identify opportunities for further automation, and ensure that automated steps are functioning as expected without causing bottlenecks.

Helps measure the degree of automation in the process and identify which steps are performed by systems versus humans.

Derived by identifying specific system user accounts (e.g., 'System', 'Admin') in the activity history or by flagging specific automated activity types.

This attribute is derived by comparing the actual completion timestamp of a review activity (e.g., 'Internal Review Performed') against its 'ReviewSlaDueDate'. It will be 'true' if the review was on time and 'false' if it was late.

This flag directly powers the 'SLA Adherence for Contract Reviews' dashboard, allowing for easy visualization of compliance rates. It simplifies the calculation of the 'SLA Adherence Rate for Reviews' KPI by allowing a simple count of true versus false values.

Provides a clear, binary outcome for SLA adherence, making it simple to measure, visualize, and report on compliance with internal deadlines.

Calculated by comparing the 'EventTime' of a review completion activity with the 'ReviewSlaDueDate' for each contract.

This attribute identifies the specific legal resource responsible for the 'Legal Review Conducted' activity. This provides a more granular view of workload than a general 'User' field, which may capture many different roles.

This is valuable for the 'Contract Resource Workload Analysis' dashboard, allowing for a focused analysis of the legal team's capacity and performance. It helps answer questions about workload balance within the legal team and whether specific reviewers are associated with longer review times, supporting the 'Average Legal Review Processing Time' KPI.

Enables detailed workload and performance analysis specifically for the legal review function, helping to manage legal team resources effectively.

This could be a specific field on the contract for the assigned legal counsel, or it could be derived from the user name associated with the legal review activity.

This metric measures the time from when negotiations with the external party begin (e.g., 'Counterparty Negotiation Started') until a final agreement is reached and approved by the counterparty.

This is the core metric for the 'Negotiation Phase Cycle Time' dashboard and the 'Average Negotiation Phase Time' KPI. Analyzing this duration helps to understand the efficiency of the negotiation process, identify which contract types or counterparties lead to prolonged negotiations, and find opportunities to streamline interactions.

Measures the efficiency of the negotiation stage, providing insights to help shorten the time spent interacting with external parties.

Calculated from the event log by measuring the time between the 'Counterparty Negotiation Started' activity and a concluding activity like 'Counterparty Approval Received'.

This attribute defines the Service Level Agreement (SLA) deadline for specific review activities. It sets a clear expectation for turnaround times and is used to measure performance against internal targets.

This date is essential for powering the 'SLA Adherence for Contract Reviews' dashboard and the associated 'SLA Adherence Rate for Reviews' KPI. By comparing the actual completion time of review activities to this due date, the system can determine if the process is meeting its service level objectives and highlight areas where SLAs are frequently breached.

Enables the measurement of performance against internal deadlines, which is critical for enforcing SLAs and improving review turnaround times.

This may be a calculated field in Agiloft based on the contract's submission date and predefined SLA rules, or a manually set date field.

This attribute tracks the number of iterations a contract undergoes, particularly during the drafting and negotiation phases. A high revision count often indicates issues with templates, complex negotiations, or unclear initial requirements.

This metric directly supports the 'Negotiation Redline Frequency' dashboard and the 'Contract Redline Frequency' KPI. Analyzing the revision count helps identify which contract types or counterparties lead to the most back-and-forth, providing insights to streamline drafting and negotiation.

Quantifies rework and negotiation complexity, helping to identify opportunities to improve template quality and negotiation strategies.

This is typically derived by counting the occurrences of 'Contract Redlined/Revised' activities for each contract ID in the event log.