Finavia - Efficient management of many types and large numbers of contracts and agreements
The Company: Finavia ensures high-quality services at Finnish airports
Finavia is an airport company that owns and develops 20 airports in Finland. As an airport company, Finavia maintains the infrastructure and handles maintenance of its airports. Finavia continuosly strives to provide quality services to its airline customers and airport passengers. Helsinki Airport is Finland's main airport, and regional airports form an airport network.
Both aviation and airport operations, including cargo and logistics at airports, are tightly regulated to ensure the safety of passengers. It is essential for Finavia to meet all its regulatory requirements without compromising the smooth airport operations and good passenger experience.
The Challenge: Regulation requires contracts and agreements
To meet the quality standards, all outsourced services need to be well specified and monitored in a verifiable manner. This requires detailed service level agreements and business contracts between parties.
External and internal auditing of operations means that the contracts must be made available to inspection if needed. Therefore, the contract management processes must be refined and have a strong management system.
The Solution: Smooth and safe contract management with Matrix42
Because of the quantity of the agreements, Finavia needs a solutions that offers a clear view to the current contacts and their lifespan. In Matrix42, automated alerts give signals when certain milestones are reached and a contract needs to be evaluated. It is also possible to customize the alerts for specific needs. This feature ensures that the planning and procurement processes can be started in good time. Also, the alerts can include signals related to service pricing which makes it easier to implement the change into budgeting and accounting.
Licenses to Matrix42 are opened to Finavia staff based on their scope of work. The system is mostly used by persons working in finances and administration. The actual agreements are prepared in other systems and once the contract has been finalized and signed, it is uploaded to Matrix42 with the relevant and standardized metadata. The contract coordinator gets a notification for the open ticket and may proceed with handling the contract further.
The standard users can't delete data from the system, which minimizes the risk for human error. The administrators participate in Matrix42 training, organized by Matrix42 or Finavia’s Matrix42 Gold Partner. Also, the contract coordinators in charge of the processes are being regularly trained.
The Benefit
- Automated reminders of contract lifespan milestones
- Clear and simple user interface that supports the actual processes
- Efficient solution for managing a large number of contracts.
