Success Story: Transforming Contract Management at the University of North Carolina at Greensboro (UNCG)

Background:

The University of North Carolina at Greensboro (UNCG) faced significant inefficiencies within its contract management functions. Although UNCG had already implemented JAGGAER Contracts Plus, the system’s potential was underutilized, resulting in fragmented workflows, manual processes, and delayed approvals. This created challenges for the procurement team in ensuring compliance and meeting departmental needs efficiently. In 2024, UNCG partnered with Groves & Company to optimize their use of JAGGAER Contracts Plus, focusing on streamlining existing processes. This collaboration improved the system’s functionality, enhancing transparency, efficiency, and user satisfaction across the university.

Challenges:

Before optimization, UNCG’s contracting process was characterized by several key issues:

Lack of centralized contract management: Without a cohesive system, contracts were tracked manually, causing bottlenecks and limiting visibility.
Inefficient, manual processes: The high email volume, paper-based contracts, and fragmented workflows contributed to errors and lost productivity.
Delayed approvals: With multiple departments involved, obtaining necessary approvals was a slow and complex process, affecting contract compliance and execution.
Resource constraints: Limited contract management resources within procurement services made maintaining consistent workflows and training new staff difficult.

Solution:

Groves & Company optimized JAGGAER Contracts Plus to centralize UNCG’s contract management, enabling streamlined workflows and automated processes across the contract management functions. Key features included:

Centralized contract repository: All contracts and supporting documentation were housed in a single system, providing easy access for all stakeholders and increasing visibility.
Automated workflows: The new system included customized approval workflows, ensuring compliance and timely approvals while reducing the reliance on manual processes.
Improved compliance and tracking: The solution allowed for real-time monitoring of contract stages, from requisition to approval, ensuring adherence to state policies and university requirements.
Enhanced user experience: With intuitive dashboards and improved transparency, UNCG campus users found the system easier to navigate, which increased adoption rates and reduced back-and-forth inquiries.

Results:

The transformation led to significant improvements across UNCG’s contract management functions:

Reduced contract approval times: Contract processing time decreased from 22 to 8 hours, while the cycle time improved from 48 to 14 hours.
Increased user adoption: Following optimization, campus acceptance of the new process rose to 97%, compared to 49% in the previous year.
Improved resource utilization: Automated workflows enabled the procurement team to focus on strategic tasks, such as cost-saving initiatives and supplier negotiations, while minimizing repetitive administrative work.

Lessons Learned:

Michael Logan and Allysa Robinson of UNCG shared valuable insights for organizations considering similar digital transformations:

Engage key stakeholders early: By involving departmental stakeholders in the planning process, UNCG fostered a sense of ownership and commitment, resulting in smoother adoption.
Leverage industry expertise: “Groves & Company’s understanding of best practices helped us maximize the platform’s potential and tailor it to our unique needs,” shared Robinson.
Invest in peer networking: “Connecting with other universities that had implemented similar solutions was invaluable,” noted Michael Logan, emphasizing the value of learning from peer institutions’ experiences.

Conclusion:

The partnership with Groves & Company successfully modernized UNCG’s contract management functions. Through a customized, centralized system, UNCG now operates with improved efficiency, visibility, and user satisfaction, enabling its procurement team to drive more excellent value across the university. UNCG continues collaborating with Groves to refine processes further and drive ongoing efficiencies using JAGGAER’s capabilities.