unITe
The communication platform that brings clients and contractors together for the simple and efficient procurement of complex maintenance services
Efficient Management of Valuable Resources
The Complexity of Business Processes
Business processes can be complex and time-consuming. The more steps a process involves, the more people and systems are engaged. Many actions are still performed manually, increasing the likelihood of errors. The challenge becomes even greater when a process extends beyond the boundaries of an organization and must connect various parties.
Challenges in Procurement of Maintenance Services
One of the most complex processes within organizations is the procurement, delivery and payment of maintenance services. This process is essential because companies often lack the necessary expertise or resources and must rely on external support.
1
Initiation and Preparation
The work planner determines that external support is needed and initiates the process:
Creating a work order with a detailed description.
Requesting a quotation if necessary.
Placing an order, including any required approvals.
Adding relevant documents such as delivery conditions, safety regulations, and technical drawings.
2
Order Assignment and Execution
The external party receives the order and begins work:
Linking the order to existing contracts and conditions.
Planning and execution, with a focus on efficiency and safety.
Additional work is identified and processed during execution.
3
Administration and Invoicing
Additional work is identified and processed during execution.
Work orders are signed by both the client and the external party.
Invoices are checked and approved.
Additional work is separately registered and verified for processing.
The Challenge in Practice
Maintenance services are often procured centrally but executed locally, frequently leading to issues such as:
- Mismatch between the original order and actual delivery.
- High administrative burden for correcting and verifying data.
- Waste of specialized resources due to inefficient deployment.
- Budget overruns due to unforeseen costs.
- Incorrect documentation, such as missing calibration reports.
- Insufficient supervision of contractors, including location and contact details.
- Lack of management information for process optimization.
- Safety risks due to the deployment of non-certified resources.
Research shows that the cost per complex procurement order can vary from €90 to €250, depending on the maturity of the procurement process.
Additionally, the physical distance between involved parties plays a role, making it difficult to gather the right information and handle administrative tasks.
Digital process optimization can mitigate these challenges and significantly improve business operations.
Our Solution: unITe
What’s in it for me?
With unITe, the entire process is automated and optimized.
All communication between contractors and clients takes place through a central portal, while the (SAP) ERP system ensures flawless processing in the background.
- Automatic order import from the ERP system.
- Real-time change management in the ERP system.
- Efficient claims processing, allowing external parties to easily link work orders and invoices
- Direct linking of documents such as inspection reports and contracts.
- Automatic processing of invoices and receipts, with optional approval steps.
- Secure storage of all relevant documents in the correct location.
unITe: Making a Complex Process Simple, Efficient and Error-Free.
The newITera Approach
Technology driven, business enabling
Thanks to advanced analytics tools, newITera provides insight into how your procurement process actually operates and where improvements can be made.
First Step
By analyzing data over several months, we identify:
Process flow improvements and potential optimizations.
Potential cost savings from implementing unITe.
More efficient resource deployment and reduced operational costs.
Usability.
