When LMC-VO chose two new cleaning service providers in 2021 after their European tender, the need for a platform that could store everything transparently grew. From agreed KPIs and cleaning information to self-managed contracts, this is how LMC-VO gained insight into their cleaning operations with GRIP Facility.
✓ More Efficient
✓ Faster
✓ More Productive
About LMC-VO
LMC Voortgezet Onderwijs is an educational institution offering interdenominational and general special secondary education in Rotterdam. All levels of education are represented, from practical education to gymnasium.
Location: Rotterdam
Number of schools: 23
Employees: 1,200
Students: 8,600
Case Category: Efficiency, Insight, Automation
Services:
- Financial Management
- Dashboard
After the European tender for cleaning services at LMC-VO, the institution sought a way to store all information transparently during and after the tender process. Users (schools) and suppliers needed to be able to easily access the information. Not only that, but the team also needed a contract management tool that allowed them to manage their contracts digitally and easily. With GRIP’s dashboard and financial management, all agreements in LMC-VO’s cleaning contracts are now clear, transparent, and digital.
Challenges After the Tender
LMC-VO has 23 schools. For each of these schools, the service had to be started after the tender. Several challenges arose: the suppliers needed to start and carry out the cleaning properly, and LMC-VO wanted to measure how well the work was being done. Additionally, there was a need for clear calculations when work needed to be scaled up or down.
Therefore, LMC-VO needed a way to make all that information visible and maintainable.
Control Over the Cleaning
To effectively organize all aspects of the cleaning, LMC-VO recognized the need for a platform that could meet all their requirements. GRIP provided the support the institution needed. Together with Stephan Simons, the project was a success by selecting solutions that matched the level of support LMC-VO needed.
“The implementation of the solution was handled by Stephan. Initially, he spoke with the consulting firm that managed the tender (Atir) and the two suppliers (Cantorclin and FrisFacilitair) to ensure the transition went as smoothly as possible. During the implementation and introduction of the platform, GRIP’s support team provided an excellent explanation, and the service was user-friendly. Whenever we had questions or needed assistance within the program, we could always count on friendly and fast responses,” said Diana Bena, Facilities and Purchasing Project Manager at LMC-VO.
Easy Information Access for Everyone
To guide both the contract manager and site managers, as well as the suppliers, in using the system, the educational institution relied on video tutorials. Each part was explained in detail so everyone quickly understood how to collaborate within the platform. In addition, the team could also rely on GRIP’s full support channel with a comprehensive knowledge base where all questions were answered.
Within the platform, it is now possible for all parties to access all relevant contract information anywhere and in real-time. This is not only useful for the contract manager but also for the suppliers and location-based individuals who can continuously monitor the status of calculations and performance for their specific location.
“We needed a platform where everything could be stored transparently. That’s exactly what GRIP provides. It’s functional, user-friendly, and the layout looks good. It also works excellently for everyone who needs to use it. Even the staff at the schools who have access are responding positively.”
Efficiency with Financial Management Program
LMC-VO also needed a self-manageable financial management program. This system allows for managing calculations, recording extra work, and performing subsequent invoice checks within GRIP before sending it to LMC-VO’s accounts payable (Afas). This was also possible. Together with Stephan, the institution could enter and update the calculations from the tender so that the contract could go live starting January 1st. Suppliers can also easily upload their reports with locations so that a complete picture of the location is continuously available for the contract manager.
“The explanation during the introduction of the calculation system was great. With the calculation program, communication steps, such as requesting changes, can be skipped. This means we can work more efficiently and have increased our productivity. Personally, I am very pleased with the financial management program!”
Future-Proof Solution
The implementation and execution went smoothly for LMC-VO and the suppliers. Meanwhile, the suppliers are even in the phase of exploring whether it is possible to automate more information, such as their own DKS and report software, which can be linked to GRIP. For both loading KPI data (DKS and reports) and financial management, there are open API possibilities.
Diana is very satisfied with the solution: “GRIP works exactly as expected. The entire product and service offered are now complete for LMC-VO. In the future, we hope that the schools themselves can manage the program. GRIP is an excellent tool for managing cleaning operations.”
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