How do you gain more control over facility management as a regional training center?

ROC van Twente struggled with a lack of transparency and oversight in contract management. Problems arose, for example, in cleaning with regard to room statuses, specifications, communication with suppliers, and additional work orders. To resolve these issues, ROC van Twente reached out to GRIP Facility. In combination with a successful cleaning tender facilitated by Atir, the solution was within reach.

Since the new tender, ROC van Twente has had multiple cleaning suppliers, which in principle does not make contract management any easier.

Project manager and facility advisor at ROC van Twente, Katyana Ottink, was initially quite skeptical:

“How do you keep the specifications up to date with all the parties involved? How do you ensure that you have control over the room statuses and specifications? And how do you maintain financial control over additional work, like window cleaning? Because we had almost no control over what was paid or not, occasionally double payments were sent out. Also, we often had to search for overviews in emails. This led to unnecessary discussions regularly.” In short, the help of a digital platform like GRIP Facility was urgently needed.

“GRIP Facility’s software really saves us a lot of time and money.” – Katyana Ottink (ROC van Twente)

What does GRIP Facility do?

Financial contract management ensures control

Thanks to the contract management software, ROC van Twente regained control over the administrative side of the cleaning contract and its associated finances. With the digital facility contract manager, the platform provides clarity and structure for ROC van Twente. Ottink: “Together, we completely redesigned the financial administration of our cleaning contracts.”

In the future, ROC van Twente will be able to use the contract management software to make data-driven decisions. Ottink: “We can base our choices on the information from the system, such as types of operational work and associated costs.”

Measuring and monitoring with the GRIP Facility KPI dashboard

The KPI Dashboard makes it easy to measure and monitor the KPIs that were established during the tender. The dashboard offers the following benefits:

• KPIs are visible per location;
• Suppliers can view their own results and input data;
• The VSR quality audit, conducted by Atir, is automatically entered into the KPI Dashboard;
• Atir can monitor real-time calculations, quotes, and invoicing with ROC van Twente;
• All documents are stored in a central location.

The result for ROC van Twente: Cost and time savings

Thanks to GRIP Facility, ROC van Twente now has control over the situation, including specifications and potential changes, as well as mutation overviews with financial results and settlements.

Ottink is enthusiastic about the control gained: “Now everything is properly recorded. Invoices can only be sent once the work has been approved. Also, the standard work is always under control, because mutation management is processed on a daily basis in GRIP Facility’s contract management. If an additional settlement is required, GRIP Facility precisely indicates how much this should be and what the new fixed monthly amounts will be.”

The financial process is therefore very clear and efficient. “It really saves us a lot of time and money,” says Ottink. “Moreover, once I approve the invoices in contract management, they are directly sent to the accounts payable administration.”

“The software ensures that the administrative process runs transparently in our collaboration with ROC van Twente. There are no more discussions about calculations (and settlement costs) and no doubts about the invoicing of extra work performed. Everything is simple and transparent.” – Roy Tibben (Branch Manager at Asito)

The result for the involved parties

ROC van Twente’s suppliers also benefit from the effects of GRIP Facility. Asito is one of those suppliers. The collaboration has become much more efficient since working with GRIP Facility. The clear registration of agreements helps clarify invoicing. Roy Tibben (Branch Manager at Asito Groot-Almelo) says about GRIP Facility: “The software ensures that the administrative process runs transparently in our collaboration with ROC van Twente. There are no more discussions about calculations (and settlement costs) and no doubts about the invoicing of extra work performed. Everything is simple and transparent.”

Another supplier is Visschedijk. They provide cleaning services for the Hengelo and Enschede sites. Visschedijk joined when GRIP Facility was implemented. Jessica Johannink (District Manager at Visschedijk) is very pleased with the system: “GRIP Facility is an easy, fast, time- and location-independent system to view clear information that is visible to everyone.”

Visschedijk also praises the transparency that GRIP Facility offers: “With GRIP Facility, you and the client are fully transparent together, which works well in the collaboration.”

GRIP on facility administrative cleaning processes

When asked if ROC van Twente would recommend GRIP Facility, Ottink responds: “Definitely. With GRIP Facility, you have full control over your administrative cleaning process. Additionally, the dashboard easily shows performance that you can discuss with your supplier. In the future, we expect to be able to make decisions within the cleaning process based on the collected data.”

ROC van Twente is so satisfied with GRIP Facility that they have decided to expand the service to include catering and hot beverage provisions. For this, quality and hygiene audits are conducted by HTC consultancy. The data is automatically processed into the dashboard. Additionally, the relevant suppliers are added to ROC van Twente’s digital environment. The implementation of GRIP Facility at ROC van Twente represents a significant improvement in collaboration for all parties involved, an outcome that aligns perfectly with the goals of GRIP Facility.

Interested in GRIP Facility’s contract management software? Learn more here!