New rental system
Challenge
The Group’s system for contract and rental administration was outdated and also had somewhat limited availability.
When the company’s rental process was to be developed, requirements were put forward for functionality that the existing system support did not provide. The companies in the Group also reported differences in how they entered data and interpreted specialist terms and concepts. This affected both the quality of the information and the potential for integration between the companies.
The challenge lay in introducing a new system support function common to the whole Group in an efficient and controlled way.
At the same time they had to design uniform working methodology and system utilisation. The assignment consisted of drawing up a requirements specification, conducting the procurement process and introducing system support, as well as drawing up routines for contract and rental administration.
Approach
The implementation process involved the following main activities:
- Draw up a requirements specification for a new system based on process descriptions
- Draw up procurement documentation, evaluate and procure system.
- Implement the system including conversions, integrations and configuration.
- Conduct tests.
- Draw up routines and guidelines for contract and rental administration.
- Coordinate the system change with the Group’s existing store of data.
- Hand over the system to administration.
The assignment was undertaken in project form, with employees working in various constellations of workgroups and reference groups. The definition of requirements and configuration of the system were undertaken with the aid of workshops.
Effect and improvement
The review of the process, terms and work routines resulted in system support that was common to the whole Group, with common models, uniform routines and terms. This produced synergy benefits for all companies, such as:
- Improved data quality
- Improved integration with other systems within the Group
- Greater opportunity for analysis and comparisons
- Greater opportunity for skills transfer within the Group
- More cost-efficient system administration