netLex VisionNPS of 96 on its new contract flow
For me, on the legal side, receiving a draft and quickly identifying its version and the changes made has become much simpler. We now also have access to metrics showing how long each document stays with each professional, which speeds up our follow-up. The result is a significant reduction in the time spent trying to identify who currently holds the contract — the flow became much more direct.”
About Ocyan
Ocyan provides solutions for the oil and gas sector and is recognized for innovation and efficiency in managing its processes. Committed to transparency, sustainable development and diversity, the company works to maintain high standards of governance and compliance, ensuring effectiveness and safety across all its operations.
Faced with a high volume of legal drafts with suppliers, Ocyan's procurement and legal teams were looking for a solution that would improve the traceability and speed of the draft validation and negotiation flow, which until then ran over email. With netLex they centralized and automated that flow, gaining efficiency and control.
Before, dealing with contracts was far more laborious. I had to search through email and contact several people to check the status of contracts. The gain we had was being able to invest our time in a more optimized way.”
Key points
- A 50% reduction in contract processing time (from 30 to 15 days)
- An NPS of 96/100, reaching the zone of excellence
- 100% visibility and traceability of processes
- Guaranteed legal compliance and efficient management of essential clauses
High draft volume, a lean team and no centralized flow
Before implementing netLex, Ocyan's procurement team negotiated around 290 supplier contracts, between new agreements and renewals. With that volume on a lean team and no centralized, automated flow, managing the negotiation and signature of drafts quickly and efficiently was difficult.
The absence of visibility and traceability in a workflow that depended on email for communication between the parties made it hard to follow the status of negotiation and approval steps.
Managing drafts after signature brought another problem. Without adequate control over essential clauses, such as term and price adjustment, it was hard to guarantee that contracts were tracked and fulfilled over time, which increased legal risk. There was also a need to ensure the compliance and data protection team was involved in 100% of the contracts that could represent risk to the company — something very complex to control over email.
Finally, with no unified tool, it was impossible to measure the team's demands, track SLAs or define clear KPIs for the operation. The absence of those indicators made it hard to analyze performance and identify opportunities for improvement.
Main problems identified
- Excessive time in the signature flow: the process took an average of 30 days, affecting the speed of operations — a critical factor for an oil and gas company, where supply chain efficiency is essential to keeping operations running
- Difficulty tracking: document exchange depended on email, making it hard to see the status of contracting and to measure the team's work
- Dependence on email notifications: information visibility was limited, which hindered knowledge management over the course of a negotiation
- Little control over essential clauses, such as data protection and compliance, increasing legal risk
- No KPI traceability: decentralization made it impossible to measure demand, track SLAs and analyze team efficiency, hindering strategic management and the move toward a data-driven department
- No structured draft templates, which required constant revisions and increased the time legal spent reviewing and procurement spent drafting
The solution implemented in the pilot project
In pursuit of innovation and efficiency in its internal processes, Ocyan took part in Ocyan Waves, a program created to foster innovation and the development of technology solutions inside the company. Innoscience, a consultancy specialized in corporate innovation, facilitated the whole project.
In that process netLex was chosen as the best option, and for the pilot the team structured and automated two main flows:
- Management of standardized service agreements: the new flow was designed for recurring drafts. The procurement team starts the draft by filling in a questionnaire in netLex; the answers generate the standardized draft, which goes to the supplier for review. Every suggestion and adjustment is recorded on the platform and forwarded for legal validation. Legal compares versions and brings in the necessary areas quickly and traceably, with version control and a record of every exchange. Once the document is approved, signature starts in an integrated way, and contract information is extracted automatically to feed the management board and configure alerts.
- Amendments linked to the main contract: the need to manage amendments was met through the structure of amendments linked to the main contract. The team began managing those changes in a structured, centralized way, with full visibility over the adjusted terms and their relationship to the original contract — more predictability, fewer errors, more traceability and legal compliance without compromising speed.
Results and impact in the pilot project
Since implementing netLex, in just 3 months of pilot project, Ocyan's contract management has become more efficient and integrated:
- 100% visibility and traceability of processes: real-time tracking of every contractual step, eliminating dependence on email. Anyone licensed on the system can check which stage a process is at;
- An average 50% reduction in contract processing time, from 30 to 15 days: a faster, centralized signature flow;
- An NPS of 96/100, improving the relationship with suppliers, clients and other stakeholders: all interactions centralized on the platform, making communication between procurement, legal and the other areas easier;
- Guaranteed legal compliance and efficient management of essential clauses: automated, monitored management of critical clauses, with the compliance area involved in 100% of the necessary cases through workflow automation;
- KPI traceability and team efficiency: performance metrics, SLA tracking and efficiency analysis, supporting sharper strategic management.
Conclusion
Before netLex, the main pains in Ocyan's procurement area came from a manual draft management process with no traceability. That caused delays, increased the risk of errors, hindered communication and made it harder to follow interactions with partners and suppliers.
With just 3 months of pilot project, the team had already gained visibility and control. The process was centralized and automated, eliminating dependence on email and increasing transparency. Today the team tracks contracts in real time, ensures legal compliance and assesses performance with precise metrics, making management more strategic, more efficient and data-based.
