How we helped a Construction Service Provider to migrate contracts from existing CRM to a client’s proprietary CRM system

December 1, 2022

The Context

The client, a Construction Service Provider, asked the TresVista team to migrate contracts from an existing CRM system stored in an unstructured format to a highly structured format in the client’s proprietary CRM system using Excel templates. This migration was required to organize the unstructured data from their sales team to make it ready for the efficient consumption of the client’s stakeholders.

The Objective

To migrate contracts from existing CRM system stored in an unstructured format to a highly structured format in the client’s proprietary CRM system using Excel templates

The Approach

The TresVista team followed the following process:

  • The team was provided access to the client’s Salesforce CRM having a repository of 2,500+ scanned PDF contracts signed between our client and various government and municipal bodies
  • Given the contracts were scanned copies, the team read various clauses to find information including client name, location, contract termination notice period, services offered, fee schedule, and assignment rights and change of control
  • The final output was shared in a comma-delimited CSV format to enable the client to seamlessly upload the data onto their CRM

The Challenges We Overcame

The major hurdle faced by the team was to deal with a large amount of unstructured data and a lack of standardization of contracts. The scanned documents made the data unrecognizable. Also, interpreting legal language and unwanted paragraph spacing which emerged from copying information from PDFs to Excel were also a few other challenges.

The team overcame the hurdle of unrecognizable scanned documents by using the OCR tool. Further, the challenge of interpreting legal language was achieved by extensive secondary research on contracts, and unwanted paragraph spacing in Excel from copying information from PDFs was resolved by running the given code on Notepad++.

Final Product (Sanitized)

The Value Add – Catalyzing the Client’s Impact

The team used Notepad++ software to provide the client with ready-to-upload CSV comma-delimited files. Three FTEs worked on this request, and hence uniform knowledge was shared across the team to get consistency in the output. The team also understood the terms and clauses of contracts with governmental bodies. This project helped the team upskill their project management skills, understand due diligence for contracts, and effective use of tools added value and helped increase efficiency.

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