Transparency over IT Agreements

Terveystalo looked for a centralized solution for managing agreements group-wide. Previously, the agreements were stored in an archiving system, and there was no satisfactory solution for managing agreements or their terms and conditions. Limits on accessibility and reporting were particularly problematic. ”The archiving database we used had serious usability shortcomings on reporting and agreement management. Searching and managing agreements was very time-consuming. Moreover, large batch jobs had to be done completely manually, which left too much room for error. I quickly realized that we had to replace the system as soon as possible,” says Karri Wirén, Administration Manager at Terveystalo.

Monitoring financially significant agreements is an important part of Terveystalo’s agreement management. ”Now we can generate information that is easy to analyze. We can also monitor the agreements and agreement types at the unit level. This way we can ensure that the group-wide guidelines on agreements are adhered to in practice,” continues Wirén.

The Right Solution to Real Needs

In spring 2009, Terveystalo set out to look for an agreement management application. The company also used an external consultant with experience in various agreement management applications and vendors. ”Of all the solutions we investigated, Efecte was the best - we got exactly what we were looking for. Solutions from other vendors were too heavy for our needs, and the costs would have been high too. We got an application that did not have to be built from scratch - yet it was flexible enough to be adaptable exactly to our needs. The project was carried out in a very fast schedule which we at first regarded a bit optimistic – but Efecte delivered even faster and exceeded our expectations,” describes Wirén.

"The purchase decision was made easier by the fact that Efecte is a domestic company operating near us, and communication was easy and rapid right from the start. Moreover, the solution we purchased now can be smoothly integrated to Efecte’s other solutions in the future. Efecte’s price-quality ratio was excellent,” says Karri Wirén.

Automation Brings Significant Time Savings

Efecte Agreements, Terveystalo's solution of choice, provides automatic notifications on agreement termination dates and helps to manage agreement-related costs and risks.

Karri Wirén is very happy with the savings in working time: ”It used to take 5 minutes to retrieve a particular piece of information in an agreement. The current search functions can do the same search in 15 seconds, and that’s counting from the application launch.”

”The various user licenses enable us to configure permissions that support each user’s role in the organization,” comments Wirén on the user management. Visual Analyzer, a visual tool supplied together with the platform, enables the agreements to be viewed graphically as well. ”Efecte’s solution contains features that help also other people than just lawyers to understand the contractual relationships between various parties,” describes Wirén. ”The creation of new agreements can be viewed for example by cost center, unit, and area. Thanks to this, any deviations in the amount of the agreements or their financial value can be easily managed,” continues Wirén.

Terveystalo Group is Finland’s leading health services company, offering comprehensive healthcare, occupational healthcare, and hospital services to private individuals, companies, insurance companies and the public sector. The company has over 100 offices across Finland and a staff of approximately 2,500 people supplemented by over 2,000 private entrepreneurs. Throughout its history, Terveystalo has grown profitably through acquisitions. The acquisitions created a need to manage all agreements in the Group with a centralized application. www.terveystalo.com