Turning Data into Decisions Via Contract Management Reporting: Case Study

Spotlight

A well-known non-profit working across education, community welfare, and public health needed better visibility into their contracts. As their projects scaled, so did the number and complexity of agreements making contract oversight increasingly difficult.

Highlights

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Improvement in Deadline Tracking

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Faster Access to Reporting Insights

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Reduction in Risk Events

Customer’s Speak

Mike Reynolds

Legal Operations Manager

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Managing contracts manually led to missed deadlines, compliance risks, and inefficiencies. With SharePoint Contract Management, automation streamlined workflows, reduced manual effort, and ensured compliance. Now, we focus more on clients instead of paperwork.

Challenges Faced Before Implementing CLM 365

For years, the team managed contracts manually using spreadsheets, shared folders, and email threads. While they were highly committed to their mission, the lack of a central contract reporting system began to show in everyday operations.

Critical Deadlines were Missed
The team handled hundreds of contracts each with its own terms, expiration dates, and review cycles. But without a reminder system or centralized calendar, they often discovered key dates after the fact. A few contracts auto renewed without negotiation. Others expired without planned extensions. These small lapses impacted service continuity and funder relationships.
Coordination Gaps Between Departments
Contract ownership was often unclear. While the legal team approved terms, operations managed deliverables, and finance monitored payments. Multiple departments worked on the same contract in isolation, unsure of who was responsible for what or when.
Performance was difficult to Track
Once contracts were signed, they were stored in folders. There was no easy way to track how vendors or service providers were performing. If something went wrong a late delivery, a missed milestone there was no central report to reference. Leadership didn’t have a clear picture of what was working and what needed attention.
Risks Surfaced too Late
Because monitoring was reactive, risks weren’t addressed until after they became problems. Unmet obligations, expired insurance documents, or lack of approvals were noticed too late. In one instance, a key service provider operated without valid documentation for months exposing the organization to liability.
Terms were not Consistently Followed
Not out of bad intent, but due to a lack of follow-up, some terms and conditions were overlooked. This led to minor breaches like late reporting or under-delivery which strained relationships with funders and partners. The issue wasn’t people it was the process.

How We Solved It – The Solution

The nonprofit organization was facing several challenges related to compliance, missed renewals, and tracking key deadlines. after implementing contract management reporting, the organization overcame multiple roadblocks in managing legal agreements.

Custom reports for critical dates
The first step was building a reporting dashboard that tracked start dates, renewal dates, termination periods, and milestone deadlines. Instead of relying on memory or spreadsheets, teams could now view upcoming deadlines immediately with contract management reporting.
Role-based access and team views
Each department was given visibility into contracts relevant to their scope. Operations had access to delivery terms, finance could monitor payment schedules, and legal had a view of compliance clauses. By assigning clear responsibilities and creating contract management reporting for each team, coordination improved gradually.
Performance Metrics within Reports
CLM 365 has built-in alerts that flag issues like missing documents, skipped approvals, or delayed milestones. this helps teams catch problems early, before they turn into bigger risks. contracts missing key items like insurance papers or signatures are highlighted right away. With timely notifications, teams can act quickly, avoid delays, and strengthen trust with partners by staying on top of every detail.
Risk Indicators and Flags
These alerts allowed teams to investigate issues before they turned into risks. Contracts missing insurance, impact reports, or signatures were highlighted immediately. Now, instead of learning about problems too late, teams were proactively informed and could take corrective action with contract management reporting.
Breach Tracking and Audit Logs
One of the main goals was to make contract monitoring easy and supportive not about pointing fingers. CLM 365 keeps a simple log of every activity, like uploads, edits, comments, and alerts. if something goes off track like a late report or a delayed payment it is recorded, and the right team gets notified.

Results & Business Impact

The contract management reporting feature was easy to use, cost-effective, and fit seamlessly into their existing workflow. Within just a few months, the non-profit saw clear improvements across key areas.

Improved Deadline Tracking by 92%
The contract management reporting feature offered up-to-date visibility into contract timelines, including upcoming renewals and expiration dates. It helped to identify and act on critical deadlines early leading to better planning.
Access to Reporting Insights 80% Faster
Instead of relying lengthy email threads, departments used centralized contract management reports to track key obligations, financial terms, and contract progress. This reduced the time spent searching for information and enabled faster, data-backed decision making.
60% Fewer Risk Events Reported
The contract management reporting feature spotted inconsistencies such as missing insurance documents, overdue deliverables, or unsigned agreements in real time. This allowed risk to be addressed proactively rather than reactively, reducing compliance issues and improving audit readiness across the organization.