Gestión de Infraestructuras Sanitarias del Principado de Asturias S. A. U.
GISPASA Using the AuraPortal solution makes it possible to manage a multitude of contracts, with the assurance that everything is running smoothly and on time.
Case Study GISPASA
About GISPASA
Company GISPASA Location Oviedo, Asturias, Spain. Web www.gispasa.info Products and Services Development, construction and maintenance of large scale health infrastructures. Target Market The region of Asturias. Extract GISPASA is a society founded in 2004 to manage the construction of hospitals in the Asturian region.
Using the AuraPortal solution makes it possible to manage a multitude of contracts, with the assurance that everything is running smoothly and on time. Furthermore, thanks to the AuraPortal system the company has achieved automation of 90% of documentation associated with the process, including automatic digital signatures. Thus the use of paper has been reduced and the workload alleviated.
THE CHALLENGE GISPASA carries out the procurement of goods and services for the hospitals it manages. One of its hospitals is the new Central University Hospital of Asturias, which deserves special mention in this section as it will be a benchmark in Spain in terms of management and use of new technologies. GISPASA found itself at a crossroads of how to deal with the procurement of new hospital equipment whilst maintaining the existing workforce. The systematic recruitment of equipment and resources at GISPASA is under the protection of the law for public sector contracts in Spain. For practical purposes, this means that GISPASA should be able to manage a large number of procurement records with important economic volumes and overlapping in time. The main problem that this entails is the high volume of information involved and the control of deadlines. 1. Each procurement record involves the participation of not only the internal staff who administer it, but also tenders who are submitted to the contest, experts in specific areas external to the organization but who form part of the valuation boards, and the team that make up the mixed composition procurement boards, consisting of GISPASA’s own staff and staff from other public bodies. Coordination and communication with all these participants in the procurement process is complex and presents a challenge in itself.
3. The control of deadlines is another important factor to consider. In each contract, we must be sure that every person that intervenes in the process does so correctly and on time, with many opportunities to exercise this control: calendar days, weekdays, various calendars and more. We must also be certain that these deadlines are strictly met, knowing and controlling critical factors where delays may occur. 4. Finally, all the process information must be integrated with several systems: the register of inputs and outputs, the tender’s Web portal, our management systems, public records, etc. THE SOLUTION To evaluate possible solutions we published a negotiated procedure and analyzed several manufacturers and consultants of BPM tools and Records Managers which were best suited to the solution. The proposal from PFS Group, organization consultant specialized in the public sector on the AuraPortal solution, was the winner for several reasons:
Alfonso de Carlos Muñoz Manager at GISPASA
“All these problems made us ask ourselves whether purchasing a technology solution could help us manage our processes without increasing our current human resources, and in the future could also be used in the management of other company processes under the same technology, such as those relating to quality control and claims which are also very important for us.” "Now we have a Dashboard to control each procurement record. The Dashboard includes: record planning, access to related documentation, reference to tenders and information on valuation boards; and all at just a glance."
Of all the solutions that were presented, this was the most convincing from the start, because of its simplicity of use and the potential for growth. PFS Group’s knowledge about our needs. The versatility of the AuraPortal solution to manage and to change processes in real-time and by non-IT users. The times and costs in PDF Group’s proposal adjusted to the content of the procedure. The project started by automating the processes for Minor Contracts, Negotiated Contracts and Open Procedures, as well as the Nonconformity process incorporating all the Document Management. The registering of incoming and outgoing documentation has also been incorporated in the tool, which has allowed a more comfortable and agile management. The profile of the contractor has also been changed, which before was managed from an external solution included in the document management.
Case Study: GISPASA
2. Each procurement record generates a large amount of documentation which must be maintained throughout the process and modified and adapted as the process unfolds. Additionally, much of this documentation must be public making version control essential.
Case Study: GISPASA
THE RESULTS The business benefits obtained can be summarized as: Reduced human errors Automatic document generation and electronic signatures Elimination of paper use Control of dates and alarms for critical tasks Integration with other systems Rapid Return on Investment
Beatriz García Álvarez Manager of the Legal Dept. "Another very important point for us was to increase productivity, quality and economy in work procedures, as well as in the use and management of documents, with a solution that would allow electronic signatures and allow us to replace traditional paper records with digital records to facilitate the standardization and organization of documents.” "One of the major contributions to the project has been the help received from PFS Group to streamline our processes before automating them, and also developing them on the tool and making them adapt to the way we work and the legislation that regulates them."
AuraPortal is the only BPM software in the market that offers these 6 solutions: (1) BPMS (2) Intranet (3) Document Management (4) Content Management (5) Online Commerce (6) Business Rules
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