Medical school cuts contract workflow time over 30%

The Challenge

A year before finding Agiloft, EVMS invested in a different vendor’s online, electronic contract management system – but it never worked properly. The system was excessively sophisticated at the expense of being user-friendly and intuitive.

Mark Babashanian, Vice-President of Administration and Finance, described that system as “convoluted” and says any changes he wanted to make to the basic template cost more money and were difficult to execute. Frustrated, he sought a new vendor to clean up the previous vendor’s mistakes and customize a new system for their workflow needs.

“Take Agiloft up on their offer to get you a Demo running in a day for free. You will be amazed.”

– Mark Babashanian, VP of Administration and Finance

The Solution

Mark researched companies online. Narrowing down his search, he called half-a-dozen vendors, but found they could only approximate what he needed.

Then he found Agiloft. They were able to map his custom processes and automate exactly the way he wanted. “Keys to my choosing Agiloft were fast turnaround — the team basically gave me a working system in a day, for free; and the Agiloft end-user interface, which most of the others didn’t have.”

Mark adds that Agiloft is “less than a third the cost of the system that we had, and around half the cost of other systems we considered – and those systems were lacking its functionality.”

Agiloft’s 100% guarantee was also a factor in his selection, Mark says, “Since I basically had a working system in a day, I didn’t see much risk. The guarantee was a nice safety valve, just in case we came upon an important thing that Agiloft couldn’t do (which we didn’t).”

The Impact

The initial implementation took only a few days. Mark says the Agiloft team created a robust contract management system “where we can have contracts go through the workflow and be approved and stored electronically for easy retrieval.” They also created helpful tables for keeping track of contacts and different companies involved in EVMS’s three part mission of education, research, and patient care. The import of data from the old system was simple and efficient.

With the new process, users send their drafts of new contract agreements through Agiloft to the EVMS legal department, and the contract may go back and forth several times. When the contract is ready, the legal department sends it through Agiloft. Mark signs the document, and then the system sends it out for any further signatures required. Finally, the fully executed document is stored in Agiloft.

Now, it’s easy to run different reports and find out where a contract is at each stage of the process – in the legal department, or with a third party awaiting signature, for example. EVMS can now prevent bottlenecks of paper clogging different departments. “Everyone knows where each contract is, since it’s in Agiloft the whole time,” Mark says. This streamlines operations at the departmental level. Moreover, Agiloft offers email notification when any contracts are up for renewal. “I can say the department is thrilled,” he adds.

“Everyone knows where each contract is, since it’s in Agiloft the whole time. I can say the department is thrilled.”

– Mark Babashanian

Challenges

Needed to transform cumbersome paper system into robust automated contract management solution

Required sophisticated search, tracking, reporting, and more

Limited time and budget

Benefits

Implemented in a few days

Efficient integration of existing data

Expert solutions and advice provided for complex process needs

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