Agrica Group Reduces Time to Process Contractual Documents by 25% with XaitProposal

A Diversity of Complex Documents

Agrica Group, known for supplementary pensions and personal insurance, serves 703,000 beneficiaries, with earnings of approximately 715M Euros in life and health sales, and 8.6B Euros in assets under management. The Contracts Department team produces both contractual documents such as general terms and conditions, information leaflets, membership forms, etc., and pre-contractual documents of an informative nature (IPID, examples of reimbursements, etc.). When it came to their contractual documents, they faced several challenges that echo throughout the insurance sector. Outdated tools, carrying out mass operations to implement new plans, and dependence on an outside service provider for layout and formatting.

“Previously, we used Microsoft Office, via Word or PowerPoint. And if we needed specific formatting, we called in an outside service provider to lay out the document. Naturally, subcontracting the formatting added to our processing time and budget, as well as an additional burden in terms of checking content formatted by the service provider.”

- Guillaume Huyghe, Contracts Department Manager, Technical Functions Division

When it came to their contractual documents, they faced several challenges that echo throughout the insurance sector. Outdated tools, carrying out mass operations to implement new plans, and dependence on an outside service provider for layout and formatting.

• Time-Consuming: The difficulty of industrializing contract document production, due to growing volume, was limiting.
• Graphic Charter: Specific formatting called for an outside provider to layout the documents.
• Intermediaries: Subcontracting the formatting added to processing time and budget, as well review checks.
• Diverse Complex Documents: “We have a very wide range of documents, depending on the development model chosen: branch agreement, company contract, standard product, etc.”
• Keeping Pace: Carrying out mass operations to implement new plans for groups made up of several entities was also challenging.
• Compliance: The same challenge existed for compliance operations.

Significant Business Outcomes

The main challenge of this project was the diversity of the documents. Agrica Group has a very wide range of documents, depending on the development model chosen: branch agreement, company contract, standard product, etc. XaitProposal enabled them to absorb and facilitate the drafting of all of these complex and varied documents.

• Greater Efficiency. Industrialized processes, eliminated the intermediate “check” phase post-layout, and made it easier to carry out mass operations when implementing new plans.
• Greater Productivity. Time saved provides latitude to develop other projects and absorb the growing regulatory load, as well as cope with the growing volume of business at constant staffing levels. .
• Cost Savings. Eliminated subcontractors and reduced time to process contractual documents by 25%.

Intuitive and Easy to Use Solution

The Contracts Department is composed of nine, multi-skilled people involved with drafting contracts. Four administrators, responsible for setting up document templates, contract governance, and contractual clauses, support the contract writers. For Agrica Group, XaitProposal would help them overcome two major challenges: harmonizing content and graphic charter without subcontractors and easing the implementation of new plans for contract drafting.

XaitProposal was the solution that met these two challenges of improving customer service and industrializing processes to cope with the growing volume of business at constant staffing levels.

• Templates: “For compliance operations, it is now possible and easy to duplicate contracts and transfer standard clauses from one document to another.”
• Content Library: “ [Industrialization] makes it easier to carry out mass operations to implement new plans for groups made up of several entities.”
• Layout: Page layout is automatic. “We avoid an intermediary, since the graphic rendering via XaitProposal is equivalent to that of a service provider.”
• Document Creation: “The XaitProposal tool makes contract drafting easier.”
• Process: Automating manual tasks has industrialized content document production processes.
• Ease of Use: “XaitProposal is an intuitive tool that's quick to learn.”
• Adoption: “Of course, opting for a new tool requires investment. You have to familiarize yourself with new practices and a new way of doing things. But in the end, it's been very well received by the teams, because they immediately see a concrete gain in terms of activity.”
• Customer Support: “What's more, the support service is responsive, which is a plus in everyday use.”
• Continuous Improvement: “Like my team of users, I particularly appreciate the continuous improvement approach, with regular and relevant version upgrades.”

25% Reduction in Time to Process

Today, XaitProposal powers around 90% of Agrica Group’s contractual documents, and feedback from internal customers and sales has been very positive. In fact, the solution has been extended to other departments within the Group, such as the Finance Department and the Partnership Department.

• Faster Turnaround: “The benefits are obvious in terms of overall turnaround time, with the optimization of operations and the elimination of an intermediate stage.
• Maintained Staffing Levels: Industrialized processes at constant staffing levels.
• Improved Customer Service: “The particular attention paid to the graphic charter of our documents and the harmonization of all our media makes them easier to read than Word documents. This is a real differentiator.”
• Faster Time-to-Market: It’s now easier to carry out mass operations to implement new plans.
• Compliance: “It is now possible and easy to duplicate contracts and transfer standard clauses from one document to another.”
• Scalability: As Agrica Group grows, industrialized processes make it easier to address growing volume across diverse departments.

With XaitProposal, Agrica Group has streamlined their complex contract writing process by eliminating redundant work and work that relied on subcontractors. This efficiency has reclaimed significant time and costs, resulting in more consistent, on-brand, compliant contracts in less time with the same staff.