SamAqua streamlines contract management with new WorkPoint solution
With a new WorkPoint-based solution, SamAqua has simplified contract administration and management for organisation’s 13 utility companies.
Challenge
SamAqua wanted to replace their previous expensive contract management system.
Technology
SharePoint, WorkPoint 365
Result
The new system ensures efficient management of the organisation’s many contracts.
SamAqua was founded in 2012 and is a shared service company for utilities in Southern Denmark. They provide IT operations, manage supply, support contract management, facilitate professional networks, and advise utility companies.
The organisation faced the need to replace their contract management system. Previously, they had used a larger system that included contract management, invoicing, and procurement management. However, they encountered various challenges, including data configuration, document extraction, and license shortages which made it difficult for the individual utility companies to take ownership of their own contracts. Additionally, the previous system was outdated, and system development was difficult and costly.
Malene Loff Skræ, Head of Legal, Projects & Contracts at SamAqua, emphasized the importance of data accuracy: “We were never 100% certain about our data, and that is crucial for us when dealing with such large datasets."
On the hunt for a new system
Therefore, SamAqua embarked on an extensive process to analyse the needs of the 13 different utility companies. It was decided that, unlike before, the companies would use a single system solely for contract management.
“We’ve been working with contract management for 10 years, so we had a clear understanding of what the system needed to do and what features were ‘nice to have’ versus ‘need to have.’ With this foundation, we initiated a procurement process,” explains Malene Loff Skræ.
Ultimately, the choice fell on Fellowmind as the supplier of a contract management solution built on WorkPoint 365, a third-party platform integrated with Microsoft SharePoint
When we evaluated the qualitative requirements, it was clear that Fellowmind was highly organized and had experience with supplier materials which ensures that you get a supplier who knows what they have made an offer on. There’s no need to subsequently debate what is included and what is not during the implementation phase. Strategic decisions have been made in advance, and everyone knows what they’re aiming for
Familiarity ensures success
SamAqua manages the contract management system for the 13 utility companies within the organisation. Therefore, a crucial element in the new solution setup was that SamAqua would have access to adjust the Active Directory groups to ensure the best possible collaboration across utility companies. This adjustment is easily done in the new system through Microsoft Azure.
Another significant factor for SamAqua was migrating existing data into the system while simultaneously establishing a well-organised structure. Throughout this process, input from employees working with the system at SamAqua and users in the associated companies was essential. The system’s familiarity played a role in making working with the system easier:
“Many of our companies already use SharePoint, so they have been able to recognize what they are working with. Often, specialized systems can become challenging, but it’s a great advantage that the new system is as intuitive as it is. It’s easy to handle, and we’ve tried to maintain that user-friendly approach in the system’s layout to ensure the users feel good about working in it.” says Malene Loff Skræ, Head of Legal, Projects & Contracts at SamAqua."
A good start
SamAqua initiated the implementation process in June 2023, and by November, they had achieved approximately 80% completion of the solution. Phase 2 of the project remains, primarily consisting of minor adjustments.
To ensure a successful rollout, SamAqua has launched various adoption initiatives. First and foremost, the contract management system is presented during management meetings and various cross-company networking sessions, serving as a dialogue tool.
Additionally, SamAqua has produced both video guides and written material to provide educational resources tailored to different learning groups. The videos, representing the layout designed by SamAqua, feature their own consultants, and offer an introduction to the most straightforward aspects, making it easy for employees to get started. Ultimately, the ambition is to offer all companies the option to have their own super-user who can input agreements and potentially manage them independently if they want to.
It is part of our communication strategy to show our employees how simple the system is. If they experience how easy and accessible it is, they won’t be discouraged from using it.”
Regarding the collaboration with Fellowmind, Malene Loff Skræ concludes:
“Fellowmind has been a truly reliable supplier. Whenever challenges arose during the project, they were promptly resolved. It has been a highly professional implementation process."
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