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Case Study

Modernizing Contract Management Through Configurable Automation & AI

How a large state transportation agency is transforming vendor oversight with AI-powered contract intelligence and a pilot-first approach.

AI
Contract intelligence via natural language chat
Zero
Custom development required
Pilot
Validated before full deployment
PS
PeopleSoft ERP integration planned
Before / After Comparison

Before / After Comparison

Maps the commission's specific pain points to SmartDocs solutions. The compliance and ACH angles differentiate this from the Transportation Authority case study.

Before SmartDocs
Manual contract lifecycle management — entirely paper and spreadsheet-driven
Key dates untracked — missed renewals, auto-renewals, and termination deadlines
No PeopleSoft integration — manual data sync between systems
Manual vendor registration with no self-service portal for suppliers
Searching lengthy contract documents manually for terms and obligations
After SmartDocs
Automated CLM with configurable workflows — zero custom development
Systematic tracking of renewals, options, terminations, and compliance deadlines
PeopleSoft ERP integration planned — automatic data sync across systems
Vendor Portal with self-service registration and centralized data management
AI chat for instant, natural-language answers about contract terms and obligations
Phased Implementation Timeline

Phased Implementation Timeline

Phase 1 pulses since it is currently underway. Phase 2 shows planned modules under evaluation.

Phase One
CLM Pilot
CL Contract Lifecycle Mgmt (Pilot)
AI AI Chat for Contract Q&A
CW Configurable Workflows
Phase Two
Full Deployment
CL Full CLM (All Contracts)
EI PeopleSoft ERP Integration
VP Vendor Portal
Pilot-first strategy: validate capabilities → build internal champions → deploy at scale
Results Infographic

Results Infographic

From hours of manual contract searching to instant AI-powered answers — the measurable impact of bringing intelligence to contract management

AI Chat
Contract Intelligence
Natural-language answers from contract repository in seconds
Time to Answer Contract Questions (Before vs After)
Find Key Dates
Before
After
Review Terms
Before
After
Config Workflows
Before
After
🤖
Instant
AI-Powered Contract Q&A
Natural language queries across entire repository
⚙
Zero
Custom Development
Fully configurable without code changes
📅
100%
Key Dates Tracked
Renewals, options, terminations automated
🔄
Agile
Iterative Refinement
Workflows adapt based on hands-on feedback
Module Map / Solution Architecture

Module Map / Solution Architecture

AI Chat and CLM Configurability are the key differentiators for this engagement.

🔗 PeopleSoft ERP Integration Layer — Planned for Phase 2
Contracts

Contract Lifecycle Management

Automated tracking of renewals, options, terminations, and compliance deadlines

Solved: Manual tracking across hundreds of vendor contracts
AI Intelligence

AI Chat for Contracts

Natural language queries return instant answers from contract documents

Solved: Hours spent manually searching lengthy contracts
Configurability

No-Code Workflow Config

Rapidly configure workflows to match unique business requirements

Solved: Rigid systems requiring costly custom development
ERP Integration

PeopleSoft Integration

Automatic sync of contract and vendor data with PeopleSoft ERP

Planned: Eliminate manual data entry between systems
Sourcing

Vendor Portal

Online supplier engagement with self-service registration

Planned: Automate vendor onboarding and data collection
Vendor Mgmt

Vendor Management

Centralized tools to maintain and update vendor information

Planned: Keep vendor data current across all systems
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