A successful case history

Company

Odos Group is a well-established company involved

in management and promotion of Shopping Centers.

The group is composed by Odos, GeA and Atrium.

Over thirty collaborators, together with legal, tax, information

and security consultants, daily chase a unique and important

goal: increasing value over time, through the quality of work

and an impressive experience. Their focus is on training and on

customer satisfaction.

Company

More than 30 managed shopping centers

23 years of activity

Registered capital : 120.000 euro

Request

The analysis of business processes has highlighted the need for a reorganization of document flows in order to make the structure more responsive and efficient.

Initially, we chose to focus on two issues:•The supplier invoices approval•Managing Service Contracts in Managed Centers.

The ultimate goals required by management:•Formalize business processes•Centralize information missing across departments and make them usable (if required) outside the company, even keeping track of the operations performed.

«Suppliers and services management in Shopping Centers, Outlets and Large Distributions, requires know-how and IT tools that can support the increasing complexity of the

collaborative processes»

Solution

Several workflows have been implemented to manage the approval process of suppliers invoices, enabling a new way of working according to collaborative processes.

Invoices received are profiled according to the home center and the type of supply.Based on this information, the documents are instantly transmitted to the relevant offices (technical office, promo-advertising, management ...), which determine their economic viability, correct execution of interventions, etc.All evaluations are collected and submitted to the accounting office that prepares both the accounting records and the payment authorizations.If necessary, the "Non-compliance" with suppliers may also be managed within the process.

All in real time, traceable and fully dematerialized

Suppliers Invoices Approval

«The management of search processes and the choice of external suppliers for maintenance services in Shopping Center has a strategic importance for us. Correct or incorrect selection leads to an exponential impact on the operation of the Shopping Center» (Luca Verpelli, AD Odos Group)

Hosted Services:•Technological maintenance•Cleaning•Environmental Services•Green maintenance

Economic value: over 3.5 mln Euro

Notices Management

Initial scenarioActivities of the Shopping Center Management :

Paper preparation of:•135 notices and invitation letters•135 contracts and related attachments•External relations with 405 suppliers candidates•Verification and control of the eligibility of 405 offers•Drafting rankings

Tender management uses a Windows application, integrated with the current management (Mago.NET), and a web portal for suppliers.

The management, by means of Windows Client, configures the call for proposals with the parameters that characterize it (general requirements, technical requirements, financial requirements), selects the participants and forwards the invitations via Certified E-Mail

From web portals, suppliers can handle tenders by accessing their reserved area

Notices Management

Once all the prerequisites are met, documents are automatically loaded into Arxivar by proper profiling and start a workflow that submits the practices to those involved.

The candidate supplier is automatically informed about the upload and comments of the operator.

At due date, the data is then collected and interpolated: the candidates are listed for score achieved.

Notices Management

Benefits

Increased performances thanks to the centralization of information and their immediate usability in different departments

Optimize and simplify document exchange with suppliers

Real-time monitoring of the status of each document

Simplification of signature procedures thanks to the fully dematerialized process

Thanks to the formalization of business logics, the experience gained is made available to all, through efficient and measurable processes