How has Osidoc streamlined contract management for the purchasing department of a major player in the energy sector?
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Automated and secure contracts
Seamless integration with business tools
Cost reduction
Customer context
The purchasing department of a major player in the energy sector was experiencing majordifficulties in managing and producing its contractual documents via its existing document management tool. The user experience was unsatisfactory: document drafting required manual export of templates to the user workstation, without assistance, making the process tedious and insecure.
Template management was inflexible and costly, especially when adding new documents as markets changed. Contract validation lacked intuitiveness, lengthening processing times and exposing the company to legal risks. Documents were not sufficiently secure in terms of compliance, accentuating these risks.
To meet these challenges, the purchasing department structured the project into two phases:
A first pilot batch, involving five document templates with manual interfacing ;
A second generalization batch, covering all contracts, with automated incoming flows.
The Osidoc intervention
Osidoc was deployed to transform the production and management of purchasing department contracts, by integrating the tool into an ecosystem comprising a consultation tool, an ERP, an electronic signature solution and an electronic archiving system (SAE).
The intervention was based on several axes:
Functional mapping: precise identification of incoming flows (data sources, webservices) and outgoing flows (to EDM, electronic signature, email), in collaboration with IT and business teams.
Professional training: expert users in the purchasing department were trained in Osidoc Designer. Prioritization was carried out according to internal criteria (frequency of use, complexity, added value).
Advanced template parameterization: Osidoc has made it possible to integrate key functionalities such as the validation process, distribution structures (to EDM, electronic signature, etc.), authorization management and SSO.
Acceptance and gradual go-live: Osidoc assisted the customer with technical validation (server, database, Java environment), customization of GUIs, and supply of installation packages. A transfer of API skills was also provided to the IT teams.
The Osidoc teams played an overall coordinating role for the project, providing both functional and technical expertise , analyzing requirements, defining imports/exports, assisting with testing, and resolving anomalies.
The results
Improved productivity: The purchasing department can now draw up documents automatically, without the need for time-consuming technical manipulations.
Enhanced legal security: Validation processes guarantee the conformity of contractual documents, ensuring greater legal reliability.
Cost reduction: Process automation and template centralization have reduced the costs associated with manual intervention, adding templates and document management.
Fluid interoperability: Thanks to integration with existing tools (ERP, SAE, electronic signature), the contractual cycle is now fluid, traceable and interconnected from end to end.
Thanks to Osidoc, this customer's purchasing department has professionalized and automated its contract management, improving the quality, security and efficiency of its document processes.
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