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An Overview of the CLM Contract Load Tools

The SAP Contract Lifecycle Management (CLM) solution allows users to get the most out of their contracts by offering greater visibility, standardized processes, and contract compliance. CLM is offered to customers both On-Demand and On-Premise.

Building a contract repository is a very important first step in implementing CLM. The repository, which includes the contract data and documents, provides a single place of contract information for all of your organization’s legal agreements. The repository offers greater visibility into which suppliers you have contracts with, which suppliers address specific categories, what your obligations are for those contracts, and much more. Through the Global Search capabilities recently introduced in CLM 7.0 and the KM/TREX integration offered in earlier releases, the CLM contract repository can be easily and quickly searched on the data fields and related documentation.

Building a contract repository requires a fair amount of off-line preparation and document gathering. Contract data and documents must be collected from all relevant sources, often times including company databases, file shares, and even personal computers of contract managers. After collecting the data and all relevant documents, they need to be organized, and potentially cleansed. For example, the contract repository benefits greatly when consistent use of supplier names and information are used across contracts. Additionally, ensuring that contracts are appropriately organized is an important cleansing step. Using contract hierarchies to relate the contract data can improve the usage and compliance reporting of the contracts.

As a practical matter, most of the activities related to collecting and organizing the data and documents are manual. Once those activities are complete, the import tools provided with SAP CLM will allow you to quickly create a contract repository.

The latest release of CLM (7.0) introduces a streamlined capability for loading the legacy contract data into the system (earlier releases offered a capability as well, but significant improvements have been made in 7.0).

Specifically, the latest release of CLM offers these improvements to the contract load tools:

  • Single CSV file that contains all of the data for the Agreement and Contract Document
  • Option to upload the documents via a ZIP file
  • Option to upload the documents using FTP
  • Simulation mode to test the contents of the import files
  • Periodic email notifications during the import processing

Use of these tools in the SAP CLM OnDemand environments has proven to be very successful. Our customers are able to take full control of the contract load process, without assistance by technical experts at SAP.

Stay tuned for my next post where I will describe in more detail some of the best practices for use of the updated contract import tools.

6 Comments
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  • Hello Rob
    Thanks for this blog, it helps consultants like us position out the latest with the pain areas around legacy contract upload, it would be really awesome to see an article from your side with some illustrative screen-shots on how the upload process would look like…
    Keep up the great work on the community
    Regards
    Tridip
  • Mr. Stevenson

    In our company we’ve used CLM system nearly 10 months but we can’t use Master Agreement-Sub Agreemnt structure effecitively.

    I wonder some process in other companies;

    1.Is  there a process like preparing draft contrat and some documents about auctions in CLM system and sending them to SRM from CLM?

    2.Using Master Agrmnt–Sub Agremnts structure?

    How they manage this?

    I will be very appriciate if you can help me,

    thank you,

    ┼čule

    • Hello Sule,

      I hope that I am understanding your question correctly.

      1) Since SAP Sourcing/CLM 9.0 (which is in Ramp Up until October 2012 and will be GA afterwards), the product offers a standard integration between CLM and SRM Central contracts, there is more information available in this blog about SAP Sourcing/CLM integration with SAP)

      2) Also with SAP Sourcing/CLM 9.0, we have a new feature called contract hierarchies which gives the user N-level of contracts and no longer the need for Agreement and Sub-Agreement. Also for that, please refer to this blog about Contract Hierarchies in SAP CLM

      I hope this answers your question.

      Thanks and regards,

      Armin

      • Hi Armin,

        thank you for your helpfull answer,

        I have read the documents about integrations and hierarcies; in fact we are using CLM 7.0, recently and there is no any plan about changing to CLM 9.0

        best regards,

        ┼čule

  • Hi Robert,

    if you can guide, where can we get Sample CSV file with data to upload MA & Contract as mentioned in SAP Sourcing/CLM contract importer PDF guide.?