Your Contract Management Data Template

This attribute describes a single step or milestone within the contract management process, such as 'Contract Drafted', 'Legal Review Started', or 'Contract Executed'. These activities are the building blocks of the process map.

Analyzing the sequence and frequency of these activities is fundamental to process mining. It helps identify the actual process flow, discover deviations from the standard procedure, and pinpoint which activities are most time-consuming or frequently repeated.

It defines the steps in the process, allowing for the visualization and analysis of the contract workflow, bottlenecks, and variations.

This is typically derived from the event log or audit trail data in DocuSign CLM, which records actions performed on a contract document or workflow.

The Contract ID serves as the definitive case identifier, uniquely linking all events and activities related to a specific contract from inception to resolution. In DocuSign CLM, this may correspond to the Envelope ID or a custom contract identifier field.

This attribute is essential for process mining as it allows the reconstruction of the end-to-end journey for every individual contract. By grouping all related activities under a single Contract ID, analysts can visualize the complete process flow, measure cycle times, and analyze variations across different contracts.

It is the primary key that connects all related process events, making it possible to trace and analyze the entire lifecycle of a single contract.

This is typically the main identifier for a contract or envelope object in DocuSign CLM. It might be labeled as Envelope ID or a custom field configured for contract identification.

This attribute records the precise date and time that an activity occurred. It is the temporal foundation for process mining, enabling the analysis of process performance over time.

By ordering events based on their Start Time, a chronological log is created for each case. This allows for the calculation of cycle times between activities, the duration of each step, and the overall end-to-end process duration. It is crucial for identifying bottlenecks, measuring wait times, and evaluating process efficiency against SLAs.

This timestamp is critical for ordering events chronologically and calculating all time-based metrics, such as cycle times and durations.

This information is a standard part of any event log or audit trail in DocuSign CLM, associated with every recorded action.

This attribute indicates when the dataset was last updated. It provides context for the recency and timeliness of the analysis, letting users know how current the data is.

In dashboards and reports, this information is vital for data governance and user trust. It helps analysts understand if they are looking at real-time information or a snapshot from a specific point in time, which is crucial for making informed, timely decisions.

Provides crucial context on data freshness, ensuring users understand how current the process analysis is.

This is a metadata attribute, typically generated and stored by the ETL (Extract, Transform, Load) tool or data pipeline during the data ingestion process.

This attribute specifies the origin of the process data. For this view, the value would consistently be 'DocuSign CLM' or a similar identifier.

While it may seem redundant in a single-system analysis, it is a best practice to include this field. It becomes critical when merging data from multiple systems, such as combining contract data from a CRM with workflow data from DocuSign, ensuring clear data lineage and traceability.

Ensures data traceability and is essential for analyses that combine data from multiple enterprise systems.

This is typically a static value added during the data extraction and transformation process to label the origin of the dataset.

The Contract Owner is the primary point of contact and individual accountable for the progression of a contract. This is typically the person who initiated the contract request or is responsible for the business relationship.

Analyzing performance by Contract Owner can reveal patterns in efficiency, rework rates, and cycle times. This analysis helps identify high-performing individuals or teams, as well as those who might need additional training or support. It is a key dimension for segmenting data in dashboards like the 'Contract Cycle Time Analysis'.

Allows for performance analysis by individual or team, helping to identify best practices and areas for improvement in user-driven activities.

This is typically a user field associated with the contract object, often populated with the name of the user who created or owns the workflow.

This attribute indicates the overall status of the contract at a given point in time, for example, 'Draft', 'In Review', 'Awaiting Signature', or 'Executed'. It provides a high-level summary of where the contract is in the process.

In process mining, analyzing the status is useful for filtering cases and building dashboards that track the volume of contracts in different stages. The 'Real-Time Contract Status Tracker' dashboard directly relies on this attribute to provide visibility into the active contract portfolio and identify where work is accumulating.

Provides a snapshot of the contract's progress, which is essential for status tracking, workload management, and identifying bottlenecks.

This information is usually available as a primary attribute on the contract or workflow object within DocuSign CLM.

This attribute categorizes contracts based on their legal or business purpose. Different contract types often follow different workflows, have different approval requirements, and vary in complexity.

Segmenting the process analysis by Contract Type is fundamental to understanding performance variations. It allows analysts to compare cycle times, compliance rates, and negotiation patterns for different types of agreements. For example, an NDA should have a much shorter cycle time than a complex Master Services Agreement, and this attribute makes that comparison possible.

Enables comparison of process performance across different categories of contracts, which often have unique workflows and complexity levels.

This is a key metadata field, usually selected from a dropdown list when a contract is created in DocuSign CLM.

This attribute represents the financial worth of the agreement, which can be a one-time amount or a recurring value. The value of a contract often dictates the required level of scrutiny and the complexity of the approval path.

Analyzing the process based on Contract Value is crucial for prioritizing high-value deals and identifying if they are unnecessarily delayed. It can also be used to check for compliance, for example, verifying that contracts over a certain threshold have received CFO approval. This attribute helps focus optimization efforts on the most financially significant contracts.

Allows for prioritization and risk assessment, as higher-value contracts often require more stringent review and have a greater business impact.

This is typically a numeric or currency field in the contract's metadata within DocuSign CLM.

This attribute identifies the other organization participating in the agreement. Different counterparties may have different negotiation styles, legal requirements, and response times, which can significantly impact the contract lifecycle.

Analyzing process performance by Counterparty helps identify which partners are easy to work with and which ones consistently cause delays. This information can be used to improve relationship management and set realistic expectations for future negotiations. It is a key dimension for the 'Contract Rework and Revision Frequency' analysis.

Helps analyze how interactions with different external parties affect negotiation times, revision counts, and overall cycle times.

This information is a fundamental part of the contract record, often stored in a dedicated 'Counterparty Name' or 'Company' field.

This attribute measures the end-to-end duration for each contract case. It is calculated as the time difference between the first event (e.g., 'Contract Request Initiated') and the last event (e.g., 'Contract Stored in Repository').

Cycle time is a master KPI for process efficiency. It provides a holistic view of how long it takes to get a contract done. This calculated metric is the foundation for the 'Average Contract Cycle Time' KPI and the 'Contract Cycle Time Analysis' dashboard, enabling deep dives into what factors, such as contract type or value, influence overall speed.

This is a primary KPI for overall process efficiency, showing the total time it takes to process a contract from start to finish.

This metric is not present in the source system but is calculated in the process mining tool based on the start and end timestamps of a case.

This attribute records the precise date and time that an activity was finished. While Start Time marks the beginning, End Time marks the completion, allowing for precise duration calculations for individual activities.

Analyzing the End Time is crucial for calculating the processing time of activities, which is the active working time spent on a task. This helps differentiate between active work and waiting time, providing deeper insights into resource efficiency and the true cost of delays. For example, it can be used to calculate the exact duration of a 'Legal Review' activity.

Enables the precise calculation of individual activity durations, helping to distinguish active processing time from idle wait time.

In systems like DocuSign CLM, this may be recorded explicitly in the audit trail or may need to be inferred from the start time of the subsequent event.

This attribute stores the contractual expiration date. It is a critical piece of metadata for managing the contract portfolio proactively, especially for recurring revenue or long-term service agreements.

This date is the primary driver for the 'Contract Renewal & Expiration Outlook' dashboard. By monitoring contracts approaching their expiration date, organizations can trigger renewal workflows in a timely manner. It is also a key input for calculating the 'Timely Contract Renewal Rate' KPI, helping to prevent revenue leakage and service disruptions.

Crucial for proactive contract management, enabling timely renewals and preventing unintended contract lapses.

This is a standard metadata field that should be captured for any contract with a defined term in DocuSign CLM.

This metric calculates the total duration a contract spends in the approval phase, from the moment it is sent for the first internal approval until the final required approval is obtained. It can be calculated by summing the durations of all approval-related activities or by taking the time between the start of the first approval activity and the end of the last one.

This attribute is the core measure for the 'Average Approval Phase Duration' KPI. It helps isolate delays that are specifically due to the approval process, rather than drafting or negotiation. By tracking this duration, organizations can better understand the impact of their approval matrix and identify opportunities to streamline it.

Isolates the time spent in approvals, making it easier to identify and address bottlenecks within the approval chain specifically.

Calculated in the process mining tool by identifying all events related to approvals (e.g., 'Internal Approval Sent', 'Internal Approval Received') and measuring the time between the first and last such event for each case.

This attribute provides a granular status specific to the approval phase of the contract lifecycle. While Contract Status is a high-level case status, Approval Status tracks the outcome of individual approval activities.

This is essential for the 'Contract Approval Bottleneck Report' and the 'Real-Time Contract Status Tracker'. It allows for a clear view of which contracts are awaiting approval, which have been rejected and require rework, and which have successfully passed the approval stage. Analyzing transitions between these statuses helps pinpoint specific points of failure or delay in the approval chain.

Provides detailed insight into the approval phase, making it possible to identify which contracts are stuck and why.

This would be the outcome of an approval task or workflow step within DocuSign CLM.

This attribute specifies the internal department, such as Sales, Marketing, or IT, that initiated or is responsible for the contract. Department-level processes and needs can vary, leading to different contract management patterns.

Segmenting the analysis by department is essential for understanding how different parts of the business utilize the contract management process. It helps in creating targeted reports, such as the 'Contract Approval Bottleneck Report', to identify if delays are concentrated in specific business units and allows for process improvements to be tailored to departmental needs.

Enables performance comparison across different business units, highlighting variations in efficiency, compliance, and workload.

This may be a metadata field on the contract or derived from the department of the Contract Owner user.

This attribute tracks the iteration of the contract document as it goes through revisions and redlining. Each time a new version is uploaded or saved, this number should increment.

Tracking the document version is a direct way to measure rework and the complexity of negotiations. A high number of versions for a contract indicates extensive back-and-forth between parties. This attribute is a primary input for calculating the 'Average Document Revision Count' KPI and analyzing the 'Contract Rework and Revision Frequency' dashboard.

Directly measures the amount of rework and negotiation effort by tracking how many times a document has been revised.

DocuSign CLM has built-in version control for documents. This attribute would be extracted from the document's version history.

This attribute tracks whether a contract was signed using an integrated e-signature tool like DocuSign eSignature, or if it was executed through an offline method (e.g., wet signature and scan).

This attribute directly supports the 'E-Signature Adoption Rate' KPI. By analyzing the proportion of electronically signed contracts, a business can measure the success of its digital transformation initiatives. A higher adoption rate typically correlates with faster execution times, lower administrative costs, and improved compliance and document tracking.

Measures the adoption of digital processes and helps quantify the efficiency gains from using integrated e-signature capabilities.

This can be determined by checking if the 'Contract Executed' event originated from the integrated DocuSign eSignature service.

This calculated attribute identifies contracts that have experienced rework, such as being sent back for redlining after an internal approval was already received. It is typically derived by looking for specific, undesirable sequences of activities.

This flag simplifies the analysis of process inefficiencies. It allows for the direct calculation of the 'Contract Rework Rate' KPI and makes it easy to filter for and analyze only those contracts that required extra effort. This helps pinpoint the root causes of rework, such as unclear initial requirements or difficult negotiation points.

Helps quantify and analyze the frequency of rework, a key indicator of process inefficiency and hidden costs.

This attribute is calculated within the process mining tool by defining rules that identify rework loops, such as a 'Contract Redlined' event occurring after an 'Internal Approval Received' event.

This attribute identifies the specific person from the legal department who is responsible for reviewing and approving the contract. This is distinct from the Contract Owner, who is typically from the business side.

Assigning reviews to a specific legal counsel allows for a detailed performance analysis of the legal review step. It helps in building the 'Legal Review Performance' dashboard to measure and compare the throughput and cycle times of different legal team members, which can inform workload balancing and identify efficiency opportunities within the legal department.

Enables detailed analysis of the legal review stage, helping to balance workloads and measure the performance of the legal team.

This would be sourced from the task assignment data within a DocuSign CLM workflow, indicating who the 'Legal Review' task was assigned to.