Ocyan

How Ocyan achieved an NPS of 96 in the new contractual flow with netLex

Traceability, Agility, and Governance in Contract Management.

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About Ocyan

Ocyan is a solutions company for the oil and gas sector, recognized for its innovation and efficiency in managing its processes. Committed to transparency, sustainable development, and diversity, the company is dedicated to maintaining high standards of governance and compliance, ensuring effectiveness and safety in all its operations.

Faced with the high volume of legal drafts with suppliers, Ocyan's sourcing and legal team sought a solution to help them optimize the traceability and agility of the validation and negotiation flow of the drafts, which was previously done by email. With netLex, they were able to centralize and automate this flow, ensuring greater efficiency and control.

"Before, dealing with contracts was much more laborious. I had to search via email, 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."
Patrícia Lopes, Sourcing Specialist at Ocyan

The Challenges

Before the implementation of netLex, Ocyan's sourcing team negotiated around 290 contracts with suppliers, including new contracts and renewals. With the high volume of contracts for a lean team and the absence of a centralized and automated flow, the team faced difficulties in managing the negotiation and signing process of drafts in an agile and efficient manner.

The lack of visibility and traceability in the workflow, which depended on emails for communication between the parties involved, made it difficult to track the status of the negotiation and approval stages.

In addition, the management of drafts after signing presented challenges. The lack of adequate control over essential clauses, such as those related to term and adjustment, made it difficult to ensure that contracts were monitored and fulfilled effectively over time, which increased legal risks for the company. There was also a need to ensure that the compliance and data protection team was involved in 100% of the contracts that could pose some risk to Ocyan, which was very complex to control via email.

Finally, without a unified tool, it was not possible to measure team demands, track SLAs, or define clear KPIs for the operation. The absence of these indicators hindered the analysis of team performance and the identification of opportunities for improvement.

Main Problems Identified:

  • Excessive time in the signature flow: the process took an average of 30 days, impacting the agility of operations, a critical factor for a company in the oil and gas sector, where efficiency in the supply chain is essential to ensure the continuity of operations.
  • Difficulty in tracking: the exchange of documents depended on emails, hindering the visibility of the status of contracts and the measurement of the team's work.
  • Dependence on email notifications: the visibility of information was limited, and those involved depended exclusively on email notifications, hindering knowledge management during the negotiation.
  • Little control over essential clauses: such as GDPR and compliance, increasing legal risks.
  • Absence of KPI traceability: the decentralization of the flow made it impossible to measure demands, track SLAs, and analyze team efficiency, hindering the strategic management of the contractual process and the establishment of a data-driven area.
  • Absence of structured draft templates: which demanded constant revisions, increasing the time spent by legal for review and by sourcing for preparation, in addition to hindering the agility and efficiency in the formalization of contracts.

    • These challenges directly impacted the agility of contracts and made the work of the involved teams more bureaucratic and complex.

    The Solution Implemented in the Pilot Project

    In search of innovation and efficiency in its internal processes, Ocyan participated in the Ocyan Waves program, an initiative aimed at fostering innovation and the development of technological solutions within the company. Innoscience, a consulting firm specializing in corporate innovation, facilitated the entire project and helped Ocyan find suitable solutions for its needs. In this process, netLex was defined as the best option to meet the company's demands, and for the pilot project, the team structured and automated two main flows:

    1. Management of standardized service provision contracts: The new flow was designed for recurring drafts that were templates used by the company. With the implementation of netLex, the entire process was centralized and automated on the platform. Now, the sourcing team initiates the creation of the draft by filling out a questionnaire in netLex. The answers to this questionnaire generate the standardized draft, which is then sent to the supplier for review. All suggestions, changes, and adjustments are recorded directly on the platform and forwarded for legal validation. The legal team, in turn, can compare versions and involve the necessary areas in an agile and traceable manner, including version control and all exchanges between the areas. With the approval of the document, the signature stage is initiated in an integrated way - which also brought efficiency gains by centralizing actions in a single location. And the contractual information is automatically extracted to feed the management dashboard and configure alerts, ensuring greater predictability and compliance in the process.

    2. Amendment Linked to the Main Contract: The Ocyan team had a need for amendment management that was made viable within netLex through the structure of amendments linked to the main contract. The team began to manage these modifications in a structured and centralized manner, ensuring full visibility over the adjusted terms and their relationship with the original contract. This implementation brought greater predictability and efficiency to the process, reducing errors, increasing traceability, and ensuring legal compliance without compromising agility.

    Results and Impacts in the Pilot Project

    Since the implementation of netLex, in just 3 months of the pilot project, Ocyan's contract management has become more efficient and integrated:

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  • 100% visibility and traceability of processes: Real-time monitoring of all contractual stages, eliminating dependence on emails and improving transparency in negotiations. Anyone with a license in the system can access and verify the stage the process is in;
  • Average reduction of 50% in contract processing time (from 30 to 15 days): More agile and centralized signature flow, speeding up contractual operations;
  • NPS of 96/10, improving relationships with suppliers, clients, and other stakeholders: Centralization of all interactions within the platform, facilitating communication between sourcing, legal, and other involved areas and optimizing knowledge management;
  • Guarantee of legal compliance and efficient management of other essential clauses: Automated and monitored management of critical clauses, minimizing legal risks and ensuring compliance with legal obligations, in addition to the involvement of the compliance area in 100% of the necessary cases through workflow automation in netLex;
  • Traceability of KPIs and team efficiency: Implementation of performance metrics, tracking of SLAs, and analysis of efficiency, providing more assertive strategic management.
    • "For me, as legal counsel, receiving a draft and quickly identifying its version and the changes made has become much simpler. Now, we also have access to metrics that indicate the time each document remains with each professional, which streamlines our follow-up. The result is a significant reduction in the time spent trying to identify the current person responsible for the contract—the flow has become much more direct. With the platform, we can visualize everything clearly and immediately, which optimizes our work and allows us to focus on strategic activities."
    Bárbara Neves, Legal Counsel at Ocyan

    Conclusion

    The main pain points of Ocyan's sourcing area before the implementation of netLex were related to a manual and untraceable draft management process. This resulted in delays, increased the risk of errors, hindered communication, and impaired the monitoring of interaction with partners and suppliers.

    With just 3 months of the pilot project, the sourcing team has already achieved excellent results such as greater visibility and control. The process was centralized and automated, eliminating dependence on emails and increasing transparency. Now, the team monitors contracts in real time, ensures legal compliance, and evaluates performance with precise metrics, making management more strategic, efficient, and data-driven.