MawisContract – Automated Contract Generation

Case Study: Automating the Creation of Easement Agreements at the Pilsen Branch of HRDLIČKA spol. s r.o.

About HRDLIČKA spol. s r.o.:

HRDLIČKA spol. s r.o. is a respected company specializing in the provision of surveying and geomatics services. The company provides its services to clients in various sectors, primarily in the construction industry, technical infrastructure operations, and other areas where the processing of surveying data is required. As part of its activities, the Pilsen branch of Hrdlička also provides the drafting and negotiation of easement agreements for turnkey electrical network construction projects for companies building infrastructure for ČEZ and EG.D.

Call for:

Although HRDLIČKA spol. s r.o., specifically its Pilsen branch, has experienced staff and robust procedures, the process of drafting easement agreements was a repetitive, time-consuming routine prone to errors. Employees manually searched for and entered information about the owners of the relevant parcels and the parties involved—often from various sources—and manually entered it into contract templates, which they modified based on the owner’s input. Such activities can lead to inconsistencies and cause errors and inaccuracies in contracts and in proposals for registration in the Land Register. However, the activities during the preparation of contracts and proposals showed all the signs of being suitable for automation and standardization of the process of creating a uniform contract based on a template, provided that internal decision-making logic for inserting sections based on the owner’s input data could be successfully implemented into it.

Objective:

HRDLIČKA spol. s r.o. was looking for an effective way to automate the process of drafting easement agreements in order to increase productivity, reduce the likelihood of errors, and ensure a consistent approach to contract drafting. Another key objective was to facilitate the tracking and management of the contract negotiation and review process.

Solution:

The development department at HRDLIČKA spol. s r.o. has developed and deployed the MAWIS Contract application for employees at the Pilsen branch. The application was designed to automate the creation of easement agreements and track the progress of their review. The application allows for the retrieval of data on parcel owners from the project’s geometric plans and vfk files. Furthermore, the application features custom contract templates prepared for individual customers—in this case, ČEZ power grid operators—which can be easily adapted to specific requirements and modifications. The contract templates/models incorporate decision-making logic based on owner data, such as payer/non-payer, natural person/legal entity, etc., and are generated entirely automatically without manual intervention by a staff member—solely based on the data entered into the application.

Implementation:

After several training sessions, employees at the Hrdlička branch in Pilsen began using the Mawis Contract application on a regular basis. The application was easily integrated into the existing workflow. Employees now enter the necessary data on the owners of the parcels affected by the project and fill in missing information about the parties involved and financial details. The application then automatically generates draft contracts and other necessary documents (cover letter, payment details); based on the entered templates, at the end of the process, the application also fills out a draft registration application, which is then available for download on the ČÚZK website. This eliminates errors caused by manual editing of templates and applications for registration in the Land Register.

Results:

The implementation of the Mawis Contract application has yielded several key results for the Pilsen branch of Hrdlička:

1. Increased efficiency: The contract creation process has been significantly accelerated. Employees no longer have to manually search for and process information, which has saved a great deal of time.
2. Reduction in errors: Automation has led to a reduction in the number of errors and inaccuracies in contracts. The application uses standardized templates, ensuring that contracts are consistent and correctly worded.
3. Clarity and transparency: Employees now have a better overview of the status of individual contracts and the overall progress of the contract negotiation and review process.
4. Improving Work Efficiency: Thanks to automation, employees can focus more on important tasks and improve the quality of the services they provide.

Conclusion:

The Mawis Contract application has become a key tool for the Pilsen branch of HRDLIČKA spol. s r.o. in drafting easement agreements. Automating the process has brought many benefits, including increased productivity, fewer errors, better visibility, and more efficient workflows. As a result, the company can better respond to its customers’ needs and provide high-quality services in its field.