A Deep Dive into Contract Management Reporting

June 9, 2023 • Contract Management • 7 minutes

Though contract management reporting may seem complex at first glance, it is essentially a crucial practice for businesses aiming to outshine the competition in today’s fast-paced markets.

Essentially, it’s all about using data to make informed decisions about your contracts. This involves collecting, analyzing, and presenting contract data in a way that aids in the contracting process. This data-centric, analytical approach allows organizations to streamline operations, save resources, and maximize contract performance.

In this article, we will take a deep dive into the topic of reporting on contract management and how it can help your business grow.

What is contract management reporting?

Contract management reporting is about turning contract data into actionable insights. It’s an aspect of effective contract lifecycle management that uses analytical tools to monitor contract performance and inform the decision-making process. The ultimate goal is to improve the contract management process, optimize contracts, and elevate contract compliance.

Why is reporting on contracts important?

Contract management reporting is the hidden hero behind successful businesses. Contracts are the backbone of most business transactions, whether you’re negotiating a deal with a supplier or entering into a partnership. So, the ability to effectively manage contracts through data-driven decisions is critical to ensure smooth and profitable operations.

Data gathered from contract management reports is a powerful tool for driving business decisions. For example, by analyzing contract performance data, a company can identify underperforming contracts and take necessary actions. It can also use the data to identify best practices and implement them across the contract portfolio.

What is the role of contract management software in reporting?

Contract management software plays a pivotal role in reporting on contracts. Such tools provide a centralized platform for storing contract data, making it easier to collect, analyze, and report on key metrics. They also provide automation capabilities that streamline the contracting process, reducing errors and saving valuable time.

Key performance metrics in reporting on contract management

Contract key performance indicators (KPIs) give businesses a clear picture of their contract portfolio and guide them in identifying areas of improvement.

Some contract management metrics that you should consider reporting on include:

  1. Contract Cycle Time: The time taken from contract initiation to its closure.
  2. Contract Volume: The total number of contracts managed within a specific period.
  3. Contract Value: The financial value tied to each contract, and the cumulative value of all active contracts.
  4. Compliance Rates: The percentage of contracts that adhere to internal policies and external regulations.
  5. Contract Renewal Rates: The number of contracts that are renewed versus those that expire.
  6. Risk Exposure: Quantifying the potential risks involved in each contract, including financial, operational, and reputational risks.
  7. Savings Achieved: This measures the cost savings realized through the negotiation, renegotiation, or effective management of contracts.
  8. Supplier Performance Metrics: Depending on the type of contract, metrics like delivery time, quality of goods/services provided, and response time to issues.
  9. Contract Dispute Frequency: The number of contract disputes or issues that arise during the contract term.
    Obligation Fulfillment: This tracks how well both parties are meeting the obligations set out in the contract.
View of the outstanding documents report in Concord Contract Management Software.
Outstanding documents report in Concord CLM

The elements to include in contract management reports

A comprehensive contract management report should include details about:

  • contract status,
  • key milestones,
  • compliance information,
  • and financial data.

It may also highlight potential contract risks and provide recommendations for action. The aim is to provide the legal department and other stakeholders with a complete overview of the contract portfolio.

Using contract management software for reporting

Contract management tools significantly optimize contract reporting. They not only automate the data collection process but also provide powerful analytics capabilities. This allows for real-time reporting and data-driven decision-making, leading to improved contract performance and overall business growth.

Customization of Reporting Functions to Match Business Goals

One of the key benefits of contract management software is its flexibility. It allows businesses to customize reporting functions to align with their specific business goals. Whether it’s tracking compliance metrics or monitoring vendor performance, the software can be tailored to meet various reporting needs.

Ensuring Efficient Data Collection and Analysis

Efficient data collection and analysis are vital for effective contract management reporting. Contract management software provides an integrated platform where all contract data is stored, ensuring easy access and analysis. This allows businesses to quickly generate reports and make data-driven decisions.

Deadline Reports and Notifications

Some contract management tools, such as Concord, help to report on upcoming contract deadlines. They can also send automated deadline notifications. With this feature, you can easily track all your contract renewal and termination dates.

Deadline report dashboard in Concord contract management software.
Deadline Report in Concord Contract Management Software

Practical applications of reporting on contract management

Learning from past mistakes in contract management

Contract reporting isn’t just about monitoring current contracts; it’s also about learning from past experiences. By analyzing past contracts and their outcomes, businesses can identify mistakes, learn from them, and avoid repeating them in the future.

Making data-driven decisions on contract renewals and terminations

Contract renewal and contract termination decisions are critical in managing a contract portfolio. With reporting on contract KPIs, these decisions become less about gut feeling and more about data. By analyzing contract performance, businesses can determine which contracts to renew and which to terminate, maximizing profitability and reducing risk.

Risk reduction and proactive management through reporting

Contract management reporting plays a crucial role in risk management. By providing insight into contract performance and compliance, it allows businesses to identify potential risks early on and take proactive measures to mitigate them.

Identifying bottlenecks

Interestingly, there’s a significant connection between contract completion time and profitability. Contracts that are negotiated and executed quickly often result in better financial outcomes. This is where reporting on contract management comes in handy, as it helps businesses identify bottlenecks in the contracting process and implement solutions.

Identifying trends and opportunities with contract management reports

Utilizing CMS for historical trend analysis

Contract management software makes historical trend analysis a breeze. It allows businesses to analyze past contract data and identify trends, which can then be used to inform future contract management strategies. With some CLM tools, you can analyze contract performance inside the tool, but also export the reports to Excel or BI tools.

Enhancing contract optimization through reporting

Contract optimization is all about getting the most out of your agreements. Contract management reporting provides the data needed to identify areas of improvement and implement changes, whether it’s improving compliance rates or reducing contract completion times.

Facilitating internal communication and information sharing

A significant advantage of reporting on contracts is its role in facilitating internal communication. By providing clear reports, it ensures that all stakeholders, from the legal department to the management team, are on the same page.

The benefits of effective contract management reporting

Profitability and financial advantage

Effective reporting on contracts brings financial benefits. By helping businesses manage contracts more efficiently and make data-driven decisions, it directly impacts the bottom line.

Revenue growth through informed contract decisions

Informed contract decisions lead to revenue growth. By providing insights into contract performance, contract management reports helps businesses identify opportunities for growth and capitalize on them.

Productivity improvement and resource management

Reporting on contract management improves productivity by automating the data collection and reporting process. It also allows businesses to better manage resources by highlighting inefficiencies in the contract management process.

Strengthening business relations through optimized contract management

Strong business relationships are a byproduct of effective contract management. As contract management reporting enhances the contracting process, it paves the way for better relationships with suppliers, partners, and clients.

The Importance of Contract Management Reporting in Summary

In conclusion, contract management reporting is a vital practice for any business that wants to excel. It turns contract data into actionable insights, facilitates data-driven decisions, improves contract performance, and ultimately contributes to business success.

Looking forward, the importance of reporting on contracts is only set to increase. With advancements in contract lifecycle management systems and the growing need for a data-driven approach to contract management, businesses will continue to rely on contract management reporting to drive their success.

 

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