Con­tract man­age­ment with otris soft­ware:
the total package is right

From start-up to market leader
LucaNet has de­veloped from a start-up to the market leader for fin­an­cial per­form­ance man­age­ment in 20 years. The growth re­quired a con­tinu­ous ad­apt­a­tion of the work pro­cesses. This in­cludes con­tract man­age­ment, which for a long time func­tioned in a de­cent­ral­ised and paper-based manner at LucaNet and has now been cent­ral­ised and di­git­ised with otris soft­ware.

De­cision for otris soft­ware
The primary goal the company wanted to achieve with the in­tro­duc­tion was a uniform con­tract data­base across the group as a single point of truth. “After re­search­ing the market, we looked at dif­fer­ent con­tract man­age­ment systems and in the end decided on otris.

The whole package was just right: from the con­sult­ing to the pricing to the look and feel of the soft­ware,” recalls Fabrice Freyer, Senior Busi­ness Process and Systems Manager at LucaNet.

Mon­it­or­ing of dead­lines.
A central func­tion in con­tract man­age­ment is dead­line mon­it­or­ing. By in­tro­du­cing otris con­tract, LucaNet was able to stand­ard­ise the process for mon­it­or­ing dead­lines through­out the company. Via set­tings in the au­thor­isa­tion system, em­ploy­ees are warned about ex­pir­ing con­tract dead­lines de­pend­ing on their re­spons­ib­il­it­ies. If em­ploy­ees do not react to dead­line warn­ings, the system sends a message to pre­defined col­leagues. “We really like the dead­line man­age­ment func­tions – both in terms of con­fig­ur­a­tion and ease of use in day-to-day busi­ness,” says Fabrice Freyer.

Quick over­view: the dash­board
Another func­tion that con­vinces users at LucaNet is the dash­board. After logging in, the user sees the dash­board as the start page. The over­view sum­mar­ises the most im­port­ant data on “in­form­a­tion tiles” – e.g. up­com­ing dead­lines, new con­tracts entered into, up­com­ing tasks. The user decides which in­form­a­tion cat­egor­ies the dash­board dis­plays. Using a drag & drop func­tion, they can drag the in­form­a­tion tiles rel­ev­ant to them onto their in­di­vidu­al dash­board.

Us­ab­il­ity as a success factor
It was not only the func­tions, but also the good us­ab­il­ity of the soft­ware that was de­cis­ive for LucaNet to choose otris con­tract. New users can operate the system after only a short fa­mil­i­ar­isa­tion phase. This min­im­ises the train­ing effort and is a fun­da­ment­al pre­requis­ite for em­ploy­ees to enjoy using the system.

“The us­ab­il­ity of a soft­ware is im­port­ant for ac­cept­ance and thus for a suc­cess­ful new in­tro­duc­tion – we know that from our own pro­jects,” ex­plains Fabrice Freyer. Some LucaNet em­ploy­ees use otris con­tract reg­u­larly in op­er­a­tions. Others use the system only oc­ca­sion­ally for re­search pur­poses. Es­pe­cially for the oc­ca­sion­al users, it is im­port­ant to un­der­stand the re­quired func­tions im­me­di­ately.

Good advice
The func­tion­al scope and user-friend­li­ness of the con­tract man­age­ment soft­ware con­vinced LucaNet. But the soft­ware alone does not de­term­ine the success of the project. The fol­low­ing are also es­sen­tial: good advice on the se­lec­tion of com­pon­ents ac­cord­ing to re­quire­ments, in­di­vidu­al con­fig­ur­a­tion and im­ple­ment­a­tion within the agreed time and cost targets. “All this worked very well with otris and within the planned mile­stones”, Fabrice Freyer sums up the project and adds: “If otris con­tract were a col­league, this col­league would be very re­li­able, struc­tured and down-to-earth”.