What we heard

Legal time is spent on the wrong work

Your Legal and Compliance team reviews every counterparty contract — most arriving as bespoke paper — before any approval or signature can proceed. The volume is growing, the review cycles are long, and your lawyers are spending disproportionate time on low-risk matters that could be safely handled with better tooling and governance.

"The proposed solution would require all contracts to pass through AI-supported review before Legal and Compliance review, approval or signature routing." — Caldic RFQ, Executive Review Summary

The problem in numbers

Annual contracts — all regions

~2,300

APAC ~1,000 · LATAM ~900 · Europe ~300 · NAM ~180

Avg. LATAM legal SLA

5 days

+2 weeks for business approval, 4 review cycles

APAC review time

10 days

3–4 cycles; main bottleneck is Legal–business alignment

Contracts on counterparty paper

Majority

Bespoke terms on every deal; no consistent baseline

What Caldic is asking Avanade to solve

Green path — fast-track low-risk work. NDAs and selected low-risk contracts that meet pre-approved criteria should reach DocuSign without ever touching a Legal Director's inbox. The L&C playbook decides — not a human reviewer.

Amber path — targeted Legal Director review. Contracts with issues that may be acceptable with review or clarification should land in the right regional director's queue, pre-triaged, with the AI output in hand.

Red path — escalation with full audit trail. Material risk issues or positions outside Caldic's tolerances require documented resolution, escalation or rejection before any signature can proceed.

Your non-negotiables

Mandatory intake before any Legal review or signature routing — no bypass
L&C owns and controls the playbook — users cannot see or edit it
AI supports triage only — it does not give legal advice to the business
Contract data must never train any external model
Caldic owns the encoded playbook, contract data and configured deliverables

DocuSign for execution — fixed integration requirement
Legisway for storage — fixed integration requirement
China contracts must remain entirely outside the Copilot path
Manual fallback must always be available
Controlled business-user edits only in pre-defined fields, with full audit logging

Regional scope and known complexity

Region	Annual volume	All contracts to L&C?	MVP contract types	Key constraints
APAC	~1,000	No — 300 local, 700 to L&C	NDAs, simple service agreements	7+ contract languages; China has no Copilot access
LATAM	~900	Yes — all to Legal	NDAs, amendments, service & transport agreements	Portuguese & Spanish required; complex DoA + Procurement Policy
Europe	~200–400	Mostly — 200–300 to L&C	NDAs, supply contracts, sale contracts	Pan-EU mandate sign-off; limited baseline metrics
NAM	~180	Yes — all to Legal	All categories; MSAs and distribution agreements highest priority	NDA turnaround currently <24 hrs — tool must match or beat this

What you get

A single front door for every contract

One intake point. One locked playbook. One consistent audit trail — from upload through to Legisway storage. Your Legal Directors review what needs review. Everything else moves without them.

Proof of concept vs. minimum working product

Same-day PoC

What we build on the day

A working demonstration of the AI review engine assessing a sample contract against a seed version of your L&C playbook — running in a demo environment against representative Caldic content. Green / amber / red output, routing logic, and audit log — visible before you leave the room.

Built in a demo environment. This is proof of direction — not the production system.

Minimum Working Product

What follows if you proceed

The production-ready, governed, integrated system: locked playbook in your Microsoft tenant, Power Platform intake, Copilot Studio review engine, DocuSign routing, Legisway storage, DoA/RACI logic, and full audit trail — built and tested to Caldic's security and governance standards.

Scoped, contracted, and delivered. Not the PoC.

The three steps

Free same-day demonstration

One day on-site. We align on the use case, build the proof of concept, and demonstrate it working against your content before we leave. No commercial commitment required.

Binding proposal within 48 hours

Based on what we built and heard, we submit a fixed-fee proposal for the MVP and full end-state — costed, phased, and ready for internal approval. Not an estimate — a commitment.

Contract and build when you're ready

You approve the proposal on your timeline. Discovery begins on signature. Your pathfinder region goes live before the end of the year.

What the MVP delivers for Legal and Compliance

Contracts handled without L&C touch

NDA auto-route

Green NDAs to DocuSign — no Legal Director required

Intake quality

100%

Mandatory fields before any review can open

Audit trail

Complete

Playbook version, reviewer, rating, approver, signatory — stored in Legisway

Playbook control

L&C owned

Version-controlled, locked to ordinary users, maintained by John Beckett's team

Our approach

Phased, governed, built on your existing stack

We build on Caldic's existing Microsoft 365, Copilot for M365, and Power Platform environment — not alongside it. Every phase has a clear stage gate. No phase begins until the previous one is signed off by the right Caldic decision owner.

Proposed timeline

Phase	Duration	Stage gate	Key deliverables
PoC day	1 day	Go / no-go	Working demo · seed playbook · routing logic · AI review output
Binding proposal	+48 hours	Proposal sign-off	Fixed-fee MVP scope · full end-state pricing · phased plan
Phase 1 — MVP (pathfinder region)	~10 weeks	UAT sign-off	Intake + AI review + playbook · traffic-light triage · Legal Director routing · basic reporting
Phase 2 — Workflow automation	~8 weeks	Pilot sign-off	DocuSign routing · DoA/RACI signatory logic · negotiation-loop handling · redline capability
Phase 3 — Repository integration	~6 weeks	Go-live approval	Automated Legisway storage · metadata transfer · full audit trail · dashboards
Phase 4 — Scale	Ongoing	L&C approval per rollout	Additional regions · additional playbooks · China workaround · analytics

Why this approach works for Caldic

🔒

Governance-first, not bolt-on

The playbook is locked from day one. L&C controls risk tolerances, red flags, and escalation rules — the tool enforces their decisions, it doesn't replace their judgement.

🏗️

Built on your existing Microsoft stack

Copilot for M365 is already live company-wide. Power Platform is in place. We configure and extend — we don't introduce new platforms or new vendor relationships for the core workflow.

🌏

Designed for Caldic's global footprint

44 countries, 4 regions, 7+ contract languages. The solution is architected for regional flexibility within global L&C governance — including a China path that stays entirely outside the Copilot service.

📈

Stage gates, not big-bang delivery

Every phase has defined acceptance criteria, a named Caldic decision owner, and a clear go / no-go. Budget is approved incrementally — Caldic is not committed to the full programme before the MVP is proven.

People in the room

Caldic

John Beckett

Chief Legal Officer — playbook & governance owner

Head of IT

Microsoft environment, Entra ID, security

Regional Legal Director

Pathfinder region pilot owner

Avanade

Steve Marks

AI Advisory Lead & FDE — engagement lead

AI Architects

Copilot Studio · Power Platform · Azure AI

Solution Architect

DocuSign · Legisway · integrations

Before we meet

Two things we need from you

Before the PoC day, we need a small number of lightweight inputs to build something meaningful. Before we can submit a binding proposal, we need a few more details to scope and cost accurately.

Before the PoC day

Four lightweight asks — no analysis required, just access and a short conversation.

A sample of golden contracts A handful of executed NDAs and any available service agreements — ideally from the intended pathfinder region. APAC and LATAM have confirmed availability; Europe would need to prepare these. NAM has confirmed golden contracts are available. Even 5–10 is enough to calibrate the AI review engine on the day.

A working draft of the L&C playbook The existing Word and Excel playbook (~6 pages) that L&C uses today. We'll seed the demo from this. It doesn't need to be complete — we know it will be formalised and expanded during discovery.

Pathfinder region decision Which region leads the MVP? APAC offers high volume and multilingual complexity. LATAM has the strongest quantified baseline. Europe is smaller and simpler to deploy. NAM is fully Legal-reviewed with fast turnaround benchmarks. We can help you make this call, but we need a steer before the PoC day to build the right demo.

IT and security contact A named contact from Edwin's team to confirm the Entra ID guest provisioning process and SharePoint governance position ahead of the day. We don't need access before the PoC — just a name and a conversation booked.

Before the binding proposal

Six scoping questions — needed to cost the MVP and full end-state accurately. These can be answered in a working session after the PoC.

DocuSign and Legisway API status Does the current DocuSign edition include API / connector entitlement, or would an upgrade be needed? Does the current Legisway licence include API access for automatic storage and metadata transfer? This is a significant cost variable. IT or procurement should be able to confirm.

Copilot Studio entitlement confirmation There is a current company-wide restriction on Copilot agent creation pending a business case. We need confirmation that this restriction can be lifted — or the business case approved — for the Legal Front Door build before we can firm up the architecture and pricing.

DoA / RACI matrix in structured format The DoA / RACI exists in Excel. We need a version in a format we can map to routing logic — or a session with the right L&C or finance contact to walk through it. Routing correctness is a go-live acceptance criterion: we need this data before we can commit to a routing design.

China architecture decision Microsoft Copilot is unavailable to Caldic China users. The design intent is a local intake route with manual L&C review, entirely outside the Copilot path. We need agreement on this approach — and any data-residency or Microsoft tenant constraints — before we can scope the China element of the global rollout.

Confidence threshold for go-live L&C should set the required AI review accuracy threshold before the MVP goes live. We can propose a methodology and suggested benchmarks, but the acceptable error rate — false positives (green when should be amber) and false negatives (amber when should be red) — is a Caldic governance decision, not an Avanade one.

Budget envelope indication We will size the MVP and full end-state independently with clear stage gates, as requested. If there is an internal budget ceiling we should design within, knowing it now allows us to recommend practical trade-offs in the proposal rather than having them surface during approval. Optional — but useful.

A faster alternative to written answers

Several of the scoping questions above are faster to answer in a 30-minute call than by email. If John or Edwin can give us 30 minutes alongside the PoC session, we can capture everything we need to submit a binding proposal within 48 hours of the day itself.