Companies can transform their business significantly by driving all of their contracts into one centralized system. Avanir Pharmaceuticals started with paper contracts and achieved an ambitious goal of getting all of its users and all of its contracts on Apttus Contract Management on Day 1. Attend this session to hear how this life sciences pioneer drove adoption, what they learned along the way and the results they achieved.

1. #AccelerateQTC
Garlan Adams,
General Counsel
Zero to 100% on Day 1:
Getting All Users and Contracts onto an Enterprise Contract
Management Solution at Launch
Joseph Le
Manager, Contracts

2. Zero to 100% on Day 1:
Getting all Users and Contracts onto an Enterprise Contract
Management Solution at Launch
How did we do it?
(Prayer, Prayer, Prayer)
The Five “P”s!
Philosophy (Purpose)
Pre-Work (Permission & Process)
Preparation (People)
Practice (Perfect)
Post-launch (Problem-solving)
1
2
3
4
5

3. Background
 October 26th, 2015 – Launched the Contracting and Procurement
improvement project
 March 1st, 2016 – Released updated Policies and Procedures in order to
streamline the contracting and procurement processes
 June 1st, 2016 – Launched CGS (Contracts Generation System) to
automate, facilitate and provide increased visibility to our contracting
activities
 April 24th, 2017 – Launched CGS 2.0 with advanced capabilities and
improved usability

4. Evolution of Contracting at Avanir
• Manual entry forms
• Database was only a
library
• Requests via email
• Lots of Paper
• Intro to e-signatures
• Status transparency
• Automatic routing for
reviews
1984
2016
2017

5. Getting Your Engagement Airborne
= BusinessOwner
= Procurement
= Legal
PO
PO
PO
PRF
RFP
K
BNA
K = Contract
K
PRF = Procurement Request Form
PRF
PO = Purchase Order
BNA = Business Needs Assessment
RFP = Request for Proposal
Reviewers:
= Documents
Lower
Risk
Higher
Risk
Moderate
Risk

6. Zero to 100% on Day 1:
Getting all Users and Contracts onto an Enterprise
Contract Management Solution at Launch
How did we do it?
The Five “P”s!
Philosophy (Purpose)
Pre-Work (Permission & Process)
Preparation (People)
Practice (Perfect)
Post-launch (Problem-solving)
1
2
3
4
5

7. Philosophy of the Project - What’s the Purpose?
Create a contract and procurement
operation that is
Efficient,
Effective,
Easy to use, and
Fit for Purpose
to meet Avanir’s needs

8. - “Industry Critic”
“Contracts at Avanir are a mess. The process is manual, there
is a lack of transparency, and there is a well found fear Avanir
is quickly falling behind their HLS counterparts.”
10/17/2015

9. - Joseph Le
“Since Avanir launched their CLM solution alongside their
partnership with Apttus, Avanir has quickly catapulted to the
forefront of big pharma, and their pioneering achievement in the
HLS space is unprecedented. Avanir has unequivocally
established the CLM standard in a highly regulated industry.”
5/3/2017

10. Zero to 100% on Day 1:
Getting all Users and Contracts onto an Enterprise
Contract Management Solution at Launch
How did we do it?
The Five “P”s!
Philosophy (Purpose)
Pre-Work (Permission & Process)
Preparation (People)
Practice (Perfect)
Post-launch (Problem-solving)
1
2
3
4
5

11. Pre-work (Policies & Procedures)
Laying the Foundation
Do I Have the Authority to Mandate Zero to 100%?
Process and Policies
 Processes and workflows
 Are the Policies and
Procedures outdated?
 Thresholds for approval and
review
 Will automation create
conflicts?
Activity Date Owner Audience Logistic Details
Obtain CEO Mandate Feb 1 Garlan  ELT
 Communication stating the
importance and impact of
changes
Communication to
Executive Leadership
team (ELT)
Feb 15
Corporate
Comm.
 ELT
 Prepare presentation with
key changes, impact, benefits
and key expected results
Cross Departmental
Communication
Feb 23
Feb 25
Joseph
 Requestors
 Business Owners
 Training presentation and
policy/SOP documents
Policy/SOP effective
date email
communication
Feb 29
Corporate
Comm.
 All
 Email announcing
effectiveness & documents
location
Who should review these
Policies, Procedures and
Processes?

12. Zero to 100% on Day 1:
Getting all Users and Contracts onto an Enterprise
Contract Management Solution at Launch
How did we do it?
The Five “P”s!
Philosophy (Purpose)
Pre-Work (Permission & Process)
Preparation (People)
Practice (Perfect)
Post-launch (Problem-solving)
1
2
3
4
5

13. “Policies and
processes are too
complex and seem
outdated”
“Approval levels and
processes are tribal
knowledge and you end up
going through the
conservative way”
“We get too many changes in
templates, processes and
policies without coordination
nor communication”
“Everything is manual and
prone to errors and lack of
compliance”
“Everyone has their own
processes adapted to
their specific needs” “Everything is subject to personal
interpretations and therefore there is
no consistency”
“There’s a lot of overlap
when we provide
information to the different
groups. It’s inefficient” “We haven’t been officially
trained on how to work with
contracts and agreements”

14. 14
Quick Wins
Implementation
Recommendations
Development
Gain buy-in of key
stakeholders
Develop proposed
recommendations
Prioritize
implementation
activities
Present current status
diagnostic
Develop change
management and
communication plan
Launch stakeholder
communication plan
Implement change
management plan
Train and inform on new
processes
Deploy quick wins
Review current policies
and workflows
Assess current
performance
Interview key
stakeholders
First 30 Days 30-60 60-90
Current State Assessment
Preparation (People)
50% of the Efforts are People-related

15. Preparation (People)
Yep, People Are Key…
Lunch & Learn
Executive
Leadership
Team Updates
Admin Assistant
Meetings
Launch
Campaign
1:1 Meetings

16. Zero to 100% on Day 1:
Getting all Users and Contracts onto an Enterprise
Contract Management Solution at Launch
How did we do it?
The Five “P”s!
Philosophy (Purpose)
Pre-Work (Permission & Process)
Preparation (People)
Practice (Perfect)
Post-launch (Problem-solving)
1
2
3
4
5

17. Type of user Demo / Testing
End user CGS
training
Reviewers CGS
training
System Admin
training
Email with Wave 2
changes
1:1
Sessions
Casual
Requesters  
Heavy
Requesters    
Reviewers     
System
Admins.  
Rest of
users 
May 9-13 May 23-27 May 23-27 May TBD June 1 June 1-17
Practice (Perfect)
Back to People…and Customizing to Their Needs

18. Zero to 100% on Day 1:
Getting all Users and Contracts onto an Enterprise
Contract Management Solution at Launch
How did we do it?
The Five “P”s!
Philosophy (Purpose)
Pre-Work (Permission & Process)
Preparation (People)
Practice (Perfect)
Post-launch (Problem-solving)
1
2
3
4
5

19. Post-launch (Problem-solving)
Back To People
After the new system is implemented and the updated policy and
procedures are effective, one should be ready to:
1. Hold the business’ hand during the first contracts
2. Be extra responsive when a user/requester/ has questions
 Stop by and provide a personal touch
3. Have 1:1 follow-ups with the requesters and users
4. Stay vigilant – respond quickly to Service Tickets!
The first few weeks will determine the users
engagement, support and advocacy moving forward

20. By The Numbers Since Launch
Active
Users
Training
Sessions
Fastest Agreement
Turnaround
(from creation to
signatures)
Office Hour
Sessions
Increase in
Agreements
19107
>200%
>100 >400
24mins
Office Hour
Attendees
Total Requests
2,628

21. 1. Engage people early in the process – it’s never too soon!
2. The tool reveals truth – good foundation vs. sloppy pre-work
3. Plan for the rule – but always expect those exceptions
4. Data cleanse – are the books complete?
5. Proper migration – are the books in the library where they should be?
Key Lessons –
Did We Get Anything Wrong?

22. How did we do it?
Successful
Launch!
The Five “P”s!
Philosophy (Purpose)
Pre-Work (Permission & Process)
Preparation (People)
Practice (Perfect)
Post-launch (Problem-solving)
Zero to 100% on Day 1:
Getting all Users and Contracts onto an Enterprise
Contract Management Solution at Launch

23. - Robert Kiyosaki
“The size of your success is measured by the strength of
your desire; the size of your dream; and how you handle
disappointment along the way.”
“If all else fails, there’s always self-delusion.”
- Joseph Le

24. Thank you.
(Happy Contracting).