Contract management often sits quietly behind the scenes - until it doesn’t. For NZ Beef & Lamb, fragmented systems, inconsistent processes, and limited visibility were beginning to impact operational efficiency and risk management.
Recognising the need for change, the organisation initiated a project to design a fit-for-purpose Contract Management System (CMS) - with the goal of improving data accuracy, visibility, governance, and alignment with broader business objectives.
Here’s how a structured, stakeholder-led approach delivered a roadmap for smarter contract lifecycle management.
The Challenge: Too Many Gaps, Not Enough Clarity
Like many growing organisations, NZ Beef & Lamb’s contract management relied on a combination of informal processes, underused tools, and siloed knowledge.
Key pain points included:
- Missing or inconsistent contract data
- A SharePoint-based Contracts Library that was rarely used
- Minimal communication between stakeholders around contract terms and obligations
- Difficulties accessing contract information during audits
- Lack of formal vendor governance or performance tracking
- Missed milestones and poorly planned resourcing due to reactive contract oversight
The situation called for more than just a new system - it needed a clear strategy, with input from across the organisation.
The Approach: Map It, Fix It, Future-Proof It
Working closely with internal stakeholders, the project unfolded in three phases:
1. Discovery & Stakeholder Engagement
Through workshops and interviews, we uncovered the real-world challenges staff were facing. These conversations helped define the scope, clarify priorities, and secure buy-in.
2. Current vs. Future-State Mapping
We documented both current workflows and the desired future state, identifying critical gaps in contract handling, communication, and accountability. This enabled a shared understanding of what needed to change - and why.
3. Solution Design & Requirements Specification
A detailed CMS requirements specification was developed, addressing:
- A centralised repository for contract information
- Automated workflows to reduce manual handling
- Integration with risk registers and governance processes
- Formalised vendor performance tracking and milestone management
- Clearly defined roles and responsibilities throughout the contract lifecycle
The Outcome: A Roadmap for Smarter, Stronger Contract Management
With the new requirements in hand, NZ Beef & Lamb now has a clear, actionable plan for implementing a CMS that meets the organisation’s strategic, operational, and compliance needs.
Key benefits include:
- Improved data accuracy through a single source of truth
- Greater visibility and accountability across the contract lifecycle
- Enhanced auditability and internal communication
- Stronger alignment with risk management and governance frameworks
- A scalable solution to support future growth and complexity
Why This Matters
This project highlights a powerful insight: you don’t need to implement a system to start transforming. By taking the time to design the right solution - based on real operational challenges and user input - NZ Beef & Lamb has laid the foundation for a contract management system that will serve the organisation long into the future.
It’s a practical reminder that clarity, structure, and collaboration are the best tools for tackling complexity - especially when it comes to the contracts that keep everything moving.
Is your organisation ready to modernise contract management? Let’s start the conversation.