Contract Management Automation - Transguard Group
Operating amongst 24 business units and providing Manpower, Cash and Security Services as well as Facilities Management to its customers, Transguard is dealing with multiple legal engagements on a monthly basis varying in complexity. To optimize the workload and interaction with internal departments, Transguard Group decided to automate and streamline the process- and workflows for managing all contracts, Non-Disclosure Agreements as well as Memorandum of Understandings.
Transguard evaluated market offerings especially around Business Process Management Consulting providers. One key decision criteria at the time was that the to be developed automation had to be in line with Microsoft’s Office 365 offering, SharePoint Online. After a Tejari based Request for Quotation (RFP) process, Transguard Group selected Oryx Technologies to conduct the work.
Oryx Technologies in a first step migrated all existing data and content from the existing Microsoft SharePoint 2003 instance to Microsoft Online. Subsequently 27 different business and approval processes were identified and mapped and built within SharePoint Online.
The Out-of-The-Box SharePoint Online application was customized to allow an online and template based contract registration system. In addition, the application was both integrated in to both Tejari and Saleforce.
Existing contracts and supporting legal documents were scanned, classified and indexed by Oryx and made available online on SharePoint.
The flexibility of Microsoft SharePoint Online will allow Tranguard Group to easily maintain the system as programming and coding was kept at a bare minimum. Oryx automates Transguard’s Contract Management solution.
Transguard Group, an Emirates Group company was established in 2001 and has diversified significantly, now leading in the fields of Cash Services, Security Services, Manpower Services and Integrated Facility Services with a turnover in excess of AED1.4 billion. Transguard Group is the UAE’s most trusted business support and outsourcing provider and has a large, dynamic and culturally diverse workforce numbering in excess of 46,500 people.
"Transguard Group is one of the fastest growing enterprises in the region. The automation of our internal document centric business processes spanning across 20 business units from “Quotation to Contract” with Microsoft SharePoint has reduced time cycles from an average 3 weeks to 48 hours.
Engaging with Oryx Technologies was a very different experience, as we interacted with a supplier that not only understood technology but more importantly had a profound knowledge of underlying business processes and how a Legal Department operates and the challenges it faces"
Justin Dowding | Legal Counsel
Today all Transguard Business Units are running legal request through the SharePoint Online application. Transguard is now in a position to measure the average “Time to Contract” for each legal engagement and has been able to reduce average time for approval from 3 working weeks down to 48 hours. For the first time Transguard Group executives are able to interact within business processes through their mobile devices.