University of Sydney Revamps Contract Management System for Enhanced Efficiency
We independently review everything we recommend. When you buy through our links, we may earn a commission which is paid directly to our Australia-based writers, editors, and support staff. Thank you for your support!
Quick Read
- In 2024, the University of Sydney is enhancing six contract types for improved usability and adherence to regulations.
- New contract templates aim to be more straightforward and accessible for staff without a legal background.
- Utilizes current systems such as ServiceNow, Microsoft 365, and DocuSign to optimize processes.
- Nintex Workflow Cloud has been introduced to unify and automate contract workflows.
- Adopted a design thinking methodology to involve users and develop user-friendly solutions.
- Positive reactions from academic staff have sparked interest in additional contract types.
- Revised contracts are being published under Creative Commons Zero for sector-wide utilization.
Enhancing Contract Management for Contemporary Needs
The University of Sydney has initiated a significant project to transform its contract management system, tackling persistent challenges related to compliance, complexity, and administrative workload. With tens of thousands of contracts processed each year, the university’s legal team, although small, required a scalable and user-friendly approach to ensure control and effectiveness.
Designing Contracts for All Users
Focus on Clarity and Accessibility
A primary objective was to enhance the comprehensibility and accessibility of contracts for personnel outside the legal areas. “We’ve completely reimagined the design of the contracts to be much easier to comprehend and implement,” stated Deborah Hook, Director of Legal Operations at the university. This initiative was fueled by the goal of enabling various departments to manage low-risk contracts autonomously while preserving legal compliance.
Utilizing Current Tools for Smooth Integration
Maximizing Existing Resources
Instead of adopting entirely new systems, the university opted to enhance its current digital setup. Tools already in place included:
- ServiceNow – employed for monitoring and managing contract requests.
- DocuSign – utilized for secure digital signatures.
- Microsoft 365 – used for document generation and team communication.
However, the challenge was to integrate these separate tools into a unified workflow. This gap was filled by Nintex Workflow Cloud.
Implementing Automation with Nintex Workflow Cloud
No-Code Solutions in Action
The university initiated a trial of Nintex Workflow Cloud, a no-code automation platform, to connect its different tools. This development allowed for the creation of automated processes linking ServiceNow, DocuSign, and Microsoft 365, facilitating a seamless contract lifecycle.
“We opted to pilot Nintex Workflow Cloud to provide a framework for us to consolidate these elements,” Hook mentioned. The university embraced a design thinking approach, collaborating swiftly with end-users to ensure the tools aligned with practical requirements.
Positive Feedback and Increased Interest
Academic Community Welcomes the Change
The revised processes have received unanimous acclaim from staff members. The academic community, in particular, has highlighted the enhanced user experience and improved contract formats. Consequently, the legal operations department is currently facing a backlog of 16 more contract types that need redesigning.
“We’ve been overwhelmed with requests to create additional contract types,” Hook said. “Many teams are eager to collaborate with us.”
Widespread Access to Reformed Contracts
Sharing Innovations with the Educational Sector
In a gesture that emphasizes the university’s dedication to collaboration and transparency, the newly crafted contract templates will be made available under a Creative Commons Zero licence. This allows them to be freely utilized by other universities and organizations looking to enhance their own contract procedures.
Conclusion
The University of Sydney has made remarkable progress in modernizing its contract management system through a blend of design thinking, automation, and the strategic application of existing tools. By leveraging platforms such as Nintex Workflow Cloud and prioritizing user-focused design, the university has minimized administrative pressures, boosted compliance, and fostered a more empowering environment for both academic and administrative personnel. With further contract types planned and open access to templates, this initiative sets a new standard for innovation in the legal operations of higher education.
Q: What motivated the University of Sydney to revamp its contract management system?
A:
The university handles tens of thousands of contracts each year with a relatively small legal team. The previous system imposed administrative difficulties and compliance challenges, leading to a comprehensive redesign aimed at simplifying contracts, enhancing accessibility, and facilitating management.
Q: Which tools were utilized to establish the new system?
A:
The university employed existing tools such as ServiceNow (for tracking requests), DocuSign (for electronic signatures), and Microsoft 365. To harmonize these tools and automate workflows, they introduced Nintex Workflow Cloud, a no-code platform.
Q: What defines a no-code platform and why is it relevant here?
A:
A no-code platform like Nintex enables users to create automated workflows and applications without requiring traditional coding skills. This functionality allowed the university to rapidly develop integrated solutions using internal resources, reducing dependence on IT or third-party vendors.
Q: Can you explain design thinking and its application in this initiative?
A:
Design thinking is a user-centric problem-solving methodology. The university engaged relevant stakeholders, quickly prototyped solutions, and adjusted based on feedback. This process ensured the final system met the daily operational needs of its users.
Q: What has been the feedback from university personnel?
A:
The feedback has been overwhelmingly favorable, particularly from academic staff. The streamlined contracts and user-friendly workflows have simplified their tasks, with numerous teams now seeking similar solutions for other contract types.
Q: Are the new templates accessible to other organisations?
A:
Yes, the enhanced contract types will be released under a Creative Commons Zero licence, making them available to the wider educational and organisational sector for their use.
Q: How many additional contract types are slated for redesign?
A:
Initially, six contract types are being upgraded in 2024. However, due to increased interest, there is now a backlog of 16 other contract types pending transformation.
Q: What insights can other universities or organizations derive from this project?
A:
Key insights include optimizing existing resources before pursuing new solutions, adopting no-code platforms for speedier development, applying design thinking for user-focused outcomes, and sharing successful innovations for collective benefit.
