A Fresh Start Hinges on Good Data
GovCons feel like they’re getting a fresh start when implementing a new contract lifecycle management (CLM) system. Automation, optimized workflows, and embedded compliance is an exciting new frontier. However, there’s one factor that can make or break your entire rollout: data migration. Even the most sophisticated system can fall short if users cannot trust or effectively access their information in the tool. As IBM points out, overlooking data migration often leads to costly setbacks, user confusion, and disappointing adoption rates.
A well-orchestrated approach to data migration influences every aspect of a CLM’s success, from the initial rollout to long-term user satisfaction.
Demos, Implementation, and Bad Data — Oh My!
Selecting a CLM isn’t easy. You’ve poured time and resources into market research and requirements development. You’ve been endlessly pitched, sat through hours of demos, and probably ghosted a vendor or two. Nevertheless, you were steadfast, chose a provider, and remained committed throughout implementation. Finally, the go-live day comes. You open up your new CLM only to find contracts missing or errors abound. Frustration sets in. What do you do? You abandon the new system and stick to what you know: email threads, shared drives, and spreadsheets.
A CLM is only as good as the data within it. If your newly minted platform can’t pull accurate reports or fill in contract fields correctly, it loses credibility fast.
Later, Later, Later, and Later Never Comes
It’s tempting to tackle data migration toward the end of your project, but that’s where many folks get into trouble. Instead of doing it later, loop in the right people from day one. That includes your legal team, IT professionals, procurement partners, and anyone else who depends on contract data. Everyone’s perspective is valuable when determining what needs to be migrated—like essential metadata, full contract texts, or attachments.
Key questions to consider early on:
- Which data is essential? Do you really need that contract awarded to prepare the IRS for the apocalypse of Y2K, or are you better served to focus on more recent, active contracts?
- Where does that data live today? Gather input from every department to discover if valuable info is hiding in shared drives, Susie’s chaotic desktop, or older systems (maybe a filing cabinet) you’d almost forgotten about.
- What shape is the data in? Identifying duplicates, missing fields, and inconsistent labels upfront will save you and your team a ton of stress when migration day arrives.
- How well does the software provider know GovCon? Working with a CLM provider who knows the tech is only a small piece of rolling out a new CLM. Ensure your provider has a deep understanding of the GovCon world and all its nuances—this will lead to a much cleaner data migration.
The Value of a Dedicated Project Team
Any big software rollout can feel like a circus without someone calling the shots. That’s why you’ll want a project manager who can wrangle timelines, assign tasks, and keep everyone on track. An experienced CLM provider will have a dedicated team to help—complete with data migration pros and a project manager. It’s a collaborative effort between the experts and your team to transform your current data into something your shiny new system can understand, test thoroughly, and confirm everything is where it needs to be.
Best Practices for a Smooth Migration
- Run a Pilot or Test Migration: Dip your toe in the water first. Moving a small subset of data to the new platform helps identify hiccups—like missing metadata fields—long before you pull the trigger on a full migration.
- Embrace Ongoing Data Quality Checks: Data cleansing isn’t a one-and-done exercise. Regular audits can catch issues early and help to ensure data quality. A CLM’s lasting success depends on consistent data governance and maintenance practices.
- Provide Targeted Training: Once your data lands in its new home, take time to show users around. Good training can squash confusion and ensure people correctly enter new records. Role-based sessions work particularly well, letting each group learn the features they’ll use.
- Keep an Eye on Adoption: After you flip the switch, watch for signs of how quickly and confidently people are working with the new system. Look at metrics like how many new contracts are created or how often folks log in weekly. Use these insights to fine-tune the system or address any lingering data issues.
The MVP: Data Migration
Data migration is the MVP of system success. By mapping out your migration plan early, building a dedicated project team, and investing in data quality, you’ll set the stage for a smooth rollout that keeps users engaged. Strong data underpins a GovCon’s ability to manage contracts confidently. After all, the best CLM system is the one your team actually wants to use. With accurate, well-organized data at its core, your new platform is ready to deliver the efficiency and compliance you’ve been looking forward to.
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