Golf maker implements sophisticated CLM in six weeks

The challenge

In October of 2017, TaylorMade’s parent company announced the sale of TaylorMade to a private equity firm. In addition to the substantial work associated with this change of ownership, the IT and legal teams had to transition more than 6,000 contracts, including everything from non-disclosure agreements to multi-million dollar contracts.

“We had hoped that the previous system would be a contract management solution, but user adoption was lower than expected. It ended up being used as an electronic repository,” noted TaylorMade Paralegal Rebecca Smith. “We needed our new system to be streamlined, powerful, and flexible. We’re a global company, so it also had to be easy to translate into Japanese or Korean if needed, and be user-friendly for our teams in the UK, Canada and other countries.” Rebecca and her team had until their divestment date to identify, customize, and implement an entirely new contract lifecycle management (CLM) platform with an attractive cost structure.

“The Agiloft team definitely exceeded our expectations. We had a very challenging six-week timeline.”

– Rebecca Smith, TaylorMade Paralegal

After refining the list of requirements, TaylorMade’s Senior Manager of Global IT Rossen Petkov requested demos from a wide selection of vendors.

Next, he began a formal RFP process, where stakeholders across the company ranked and scored the solution providers until a consolidated lineup of frontrunners emerged.

“Agiloft was at the top of our list. We looked at different factors like functionality, cloud-based, global-ready, supports multiple languages, etc. Total cost of ownership was also a big factor. We considered everything and Agiloft was the best choice,” Rossen explained.

The solution

The TaylorMade system deployment required an aggressive timeline. Despite its history of delivering the majority of projects ahead of schedule, the Agiloft implementation team was nervous about this one.

“We had six weeks for implementation and rollout, which included building out customized contract tables with numerous unique fields, and importing a massive legacy dataset that included a large volume of files and diverse metadata,” noted the Agiloft Implementation lead.. “One of the more challenging elements of the customized implementation was related to their extensive list of requirements for automated notifications. Certain contracts required automatic alerts ‘x’ days in advance of different date fields stored in the contract, then again at 10, 30 and 60 days in advance of those dates. They also had special contracts that could only be terminated with ‘x’ days of notice before the end of each quarter, and we had to configure the system so it would automatically set a ‘Latest Date For Notice’ field for this purpose and notify 10, 30, and 60 days in advance of that date while also refreshing it with a new date as each quarter passes. Normally, there isn’t a quick and easy way to set up this kind of automation without custom coding or scripting, but we found a creative solution for this that was both time- and cost-efficient.”

“The project was on point, on track and on budget with no compromises.”

– Rossen Petkov, TaylorMade Senior Manager of Global IT

Beyond the customization related to templates and notifications, TaylorMade required the CLM platform to comply with a unique permissions matrix. The solution needed to silo content based on the individual user’s employment entity and department division. Agiloft created special filters within the architecture to support a list of over 90 sub-departments. These data points were cross-referenced and stored in the system to ensure the utmost security and compliance.

In addition to flexibility and speed of deployment, ease-of-use proved a critical element. TaylorMade wanted their employees to experience an immediate difference between the Agiloft CLM Platform and the legacy system. Agiloft ensured that the forms were as streamlined as possible, requiring minimal effort to complete without sacrificing necessary information. The end result is a simple interface that creates a significantly better user experience.

The impact

“The Agiloft team definitely exceeded our expectations. We had a very challenging six-week timeline. They provided all our requirements within budget. This is a system that the business will adopt,” Rebecca Smith said.

Agiloft and TaylorMade achieved the abbreviated schedule by operating at a hyper-accelerated pace, without losing sight of the quality and integrity of the finished product.

The TaylorMade and Agiloft teams were diligent about deadlines, never letting any task slip. “We had very good control over the project, scope, and budget – which was very important. No surprises, it was executed flawlessly. There was a big commitment from our team to keep the pace and deliver on time. I credit Agiloft for exceeding all my expectations. They were very professional and responsive to our timeline. In the end, the project was on point, on track, and on budget, with no compromises.” Rossen concluded.

“No surprises, executed flawlessly.”

– Rossen Petkov

Challenges

Change in ownership required rapid implementation of new system for managing contracts

Wanted to boost adoption; previous system viewed as a “digital filing cabinet”

Global users necessitated templates across multiple languages and flexibility to localize

Benefits

Accelerated implementation, completed in six weeks, on time and within original project budget

Automated contract renewal notifications and user-friendly forms to enable ease of use and quick adoption

Complex customization and legacy contract import included in initial phase despite fast-tracked for release

Strict permissions structure ensured data only accessible to users in relevant departments and locations while also
accessible to business leaders

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