Time-consuming information gathering

Previously, Geia Food collected supplier information via Word documents, which were sent to the +300 suppliers in more than 25 countries. On a single supplier, it could result in up to 20 emails back and forth before all details were correct. Incorrectly or incompletely filled cells and other types of misunderstandings made the process time-consuming because the numerous opportunities for errors required follow-up.

Data was also difficult to access, which made it difficult to have a comprehensive overview of the suppliers. An overview that is necessary for Geia Food to quickly meet specific requirements from customers regarding the nature of the food, delivery methods, and similar factors. Geia Food’s quality department, in particular, was challenged by the “manual” solution, and the time was ripe for a better, automated, and more dynamic setup.

Comprehensive change in all areas

In collaboration with digitalworkspace365, Geia Food decided on a solution that combines a supplier portal based on WorkPoint 365 and a questionnaire for suppliers created using Power Apps. The path to the streamlined setup has required adjustment and adaptation.

“Several of our suppliers are small independent ones, quite old-school. All attachments are on paper, and new technology is uninteresting to them. For a small fisherman in a Norwegian village, it can be a challenge to report digitally, but with persistent effort, good help, and cooperation, it has been successful. Digital reporting is a requirement to deliver to Geia Food, and gradually everyone is joining,” says Daniel Olesen, IT Manager at Geia Food.

Correct supplier data in the system

Today, many of the key steps in a supplier audit are automated. When it’s time for a new audit, the system automatically sends an email to the specific supplier, who logs in and fills out the questionnaire that includes all the information previously collected in the Word document. Wasting time with emails and documents is a thing of the past.

“The form cannot be submitted until all information is in place. That means we get comprehensive data from the start, and the quality department saves a lot of time. Afterwards, we can easily get an overview and retrieve the information we need,” says Daniel Olesen.

Collective overview of suppliers

The overview of suppliers is much greater today, where the WorkPoint 365-based supplier portal makes it easy to access data. The ability to search for specific conditions among suppliers means, for instance, that Geia Food can quickly get an overview of which suppliers are affected when there are changed requirements from one of Geia Food’s customers.

“Everything is digital, and we can easily go in and get an overview of all our suppliers because we can quickly retrieve the information,” explains Daniel Olesen.

Online evaluation of suppliers also makes it easier for Geia Food to quickly identify and provide feedback if there are specific challenges in an area. This gives the supplier the opportunity to adjust the conditions to meet the expectations of retail customers regarding quality, production conditions, palletization, and other factors.

Power Apps is part of the plans for the future

At Geia Food, there are many plans for how the supplier portal should be developed over time. Product registration and extended supplier evaluation are the next tasks on the list, and skills in Power Apps weigh heavily when recruiting new employees.

“We have much more work to do, both on our own and with the help of digitalworkspace365. The people at digitalworkspace365 know the Microsoft 365 platform inside out, and they have really opened my eyes to the many possibilities,” concludes Daniel Olesen.

Latest cases

The optimization of the digital infrastructure was the goal when the Danish enterprise Nellemann got started in the cloud with Microsoft 365 a few years ago. Since then, WorkPoint has been added as a natural tool to make the most of the digital workspace. 

The Nellemann Group consists of 10 companies specializing in the import, sales, leasing, and servicing of cars and industrial machinery in the Scandinavian market. The company has a declared passion for motorsports and is behind the annual Copenhagen Historic Grand Prix. Nellemann is synonymous with motors.

Checking the engine of the digital infrastructure

When Mikkel Fløj Lindegren started as the IT manager at Nellemann, his goal was to optimize the digital cohesion within the group. IT and HR function as support functions across all companies, and the tightening of rules regarding the storage of personal data prompted a closer look at the digital infrastructure.

“Some of our processes were outdated and too dependent on individuals. At the same time, it was obvious for us to explore the possibilities of greater digital synergy across the companies,” explains Mikkel Fløj Lindegren about the initial maneuvers that have since led to numerous improvements in collaboration with digitalworkspace365.

WorkPoint on top of Microsoft 365 

Microsoft 365, with its classic Office programs, had already been introduced in the group. Therefore, it made sense to supplement it with WorkPoint, which optimizes the utilization of the various tools that are part of Microsoft 365 in addition to the well-known Office suite.

“On the employee side, we needed to systematize and automate processes related to on-boarding and off-boarding, for example. That required a unified HR platform. I had a good experience with WorkPoint’s HR tool and knew it would be a perfect complement to Microsoft 365,” explains Mikkel Fløj Lindegren.

Efficient on-boarding and off-boarding with automatic deletion routines

Today, there is certainty that nothing falls through the cracks when employees start and leave. The processes remain the same each time, and everything runs automatically and according to the book.

“The moment a digital signature is placed on a contract, a message is sent to our helpdesk system, so we know exactly who is starting and where, and what needs to be initiated, etc. The same applies to off-boarding. Compliance is fully in place, and there is no longer a need to remember involving IT or similar. It happens automatically,” says Mikkel Fløj Lindegren.

Automatic deletion routines also ensure that all sensitive personal data is continuously removed from the system, ensuring compliance with GDPR regulations.

Digital signature provides security and simplified workflows 

With the help of digitalworkspace365, Nellemann has implemented a digital signature tool from Visma as an integrated part of their WorkPoint HR tool. This means that when HR employees sign contracts, they simply indicate the signatories. The signature process is then initiated with a single click, and the rest runs automatically.

“The signed documents are automatically placed in the right folders, and HR and personnel managers receive notifications. Everything happens within the platform, and no emails or documents are sent back and forth. It is much simpler and less time-consuming for everyone, and it is a much safer way to handle data,” explains Mikkel Fløj Lindegren.

Support tool for personnel managers

Automatic notifications for important dates now make it easier for personnel managers to comply with guidelines in the employee handbook. Congratulations and rewards are an important part of personnel care, and a reminder in the system can be of great help.

“All personnel managers have access to employee master data, which provides a good overview. Notifications also support the tasks that require follow-up, so WorkPoint is a useful tool for all personnel managers,” concludes Mikkel Fløj Lindegren.

Latest cases

In a busy consulting firm, there is no time to search for agreement documents or spend precious time figuring out the latest changes. That’s why NORRIQ systematically manages all agreement documents.

NORRIQ is a Danish consulting firm that helps businesses fulfill their full business potential through technology and digital transformation. The company employs 300 employees spread across 11 offices in 7 different countries. Streamlined processes and efficient collaboration are a must.

Putting an end to outdated document management

The comprehensive management of agreement documents with customers is systematized from the initial proposal to the conclusion and renewal of contracts. No one is unsure of what to do, and the process remains the same each time. It hasn’t always been like this.

“Like many others, we had a file drive on the server with a folder structure that was often difficult to understand. The result was that not everything ended up in the right places but ended up locally on a PC belonging to individual users. Reusing documents to save time also meant that the quality was not consistent every time. We decided to change that,” explains Jan Holt Jakobsen, Commercial & Partner Lead at NORRIQ.

Always the latest version 

Today, all documents are saved online, and everyone can be sure they are working on the latest version. At the same time, the system ensures that the document is saved in the right place.

“Before anyone can even open a new document, it is created and saved in the right place. We are sure that everyone has access to the latest version, and when multiple people work on the same document, there are no longer issues with consolidating everyone’s edits into one version,” explains Jan Holt Jakobsen about NORRIQ’s WorkPoint solution.

Great help for new employees

Previously, like in many places, employees would rename existing contracts and then make adjustments. Today, they work based on templates that NORRIQ has developed and continuously updates.

“We greatly benefit from the solution and the templates we have created. Our approach is also highly praised by new employees. They really appreciate being able to quickly achieve something that looks professional and well-made,” says Jan Holt Jakobsen.

Enhancing collaboration between sales and delivery 

Professional tools that support workflows are a high priority for NORRIQ, and WorkPoint plays an important role.

“WorkPoint is the engine in the package we provide to our salespeople. A package that makes life easier not only for salespeople but also for consultants and project managers. When we create a proposal, many people are involved, and with WorkPoint, the collaboration between sales and delivery comes together,” explains Jan Holt Jakobsen.

Efficiency with WorkPoint Express 

A tool that NORRIQ is particularly enthusiastic about is WorkPoint Express, which saves users time during the day.

“WorkPoint Express is brilliant. It is a plug-in that allows us to have access to Microsoft 365 functionality directly in Outlook, where we already work a lot. For example, we can attach documents as PDFs in our correspondence with customers without having to go to Word first and save as PDF. WorkPoint Express makes many of the simple but time-consuming routines much more efficient,” concludes Jan Holt Jakobsen.

Smooth transition to the cloud

When NORRIQ moved their existing solution from the company’s servers to the cloud, they did it in close collaboration with digitalworkspace365, who is also the provider of their WorkPoint solution. The transition went smoothly, and NORRIQ is now well-equipped to take advantage of even more of the many opportunities that the cloud solution offers.

Latest cases

As a newly established company, one has an opportunity to ensure a streamlined setup right from the start.
That’s what the Danish consulting firm Ginsbo | Valentin wanted when they chose WorkPoint as the foundation for their case management.   

Ginsbo | Valentin is active in the employment field and serves as an external collaborator with job centers. In close collaboration with job centers and socially responsible private companies, Ginsbo | Valentin helps citizens who are on the edge of the labor market to find a foothold and move forward.

Focus on the individual requires overview and insight

Working with citizens who are challenged in one way or another is a matter of trust, and it is important to have control over all the details, as well as being able to quickly get an overview of each individual case.

“Often, we need to be able to react quickly when a vulnerable citizen needs our help. Therefore, it is important that we have a structured approach to individual cases and a close collaboration with the companies we work with,” explains Malene Ginsbo, one of the two partners at Ginsbo | Valentin.

Easy access to all information is critical

The cases are often complex, and citizens experience multiple challenges at once, making it extra important that all information is easily accessible.

“The citizens we work with often have various challenges, and in addition to their often burdened health situation, there are often concerns about finances, family, and more. We are their lifeline, and when we write reports about them to the job center, it is important that we have easy access to all information,” adds Christine Valentin, who is also partner in the company.

Efficient case management ensures high standards

Having an overview and control over all the details when everything is running smoothly is one thing. It’s a completely different story to stay collected when things get busy. Fortunately, Ginsbo | Valentin has had plenty of opportunities to test the validity of their solution under pressure.

“At one point, we had many cases running simultaneously, and that’s when we truly saw the value of our solution. On each individual case, we could track progress, meetings, and upcoming tasks, while also having an overall view. This means that we can maintain the same high standard even when we’re busy,” explains Christine Valentin.

Quick workflows with WorkPoint Express

At Ginsbo | Valentin, they are particularly pleased that all the functions they need are available directly in Outlook. WorkPoint Express, which is a plugin that integrates Outlook with their case management solution, makes their everyday work easier, as Malene Ginsbo explains:

“When there’s pressure, it’s nice to be able to work directly in Outlook instead of switching between programs. With WorkPoint Express, we can use our time and resources with our clients and have a complete overview of the status of all our cases at any time,” she concludes.

Latest cases

An efficient plug-in and an identical structure across the company’s locations mean that the Danish enterprise Danske Fragtmænd now has optimal contract management while also taking GDPR into account.

Danske Fragtmænd is a modern logistics and transportation conglomerate that covers the entirety of Denmark with a finely meshed transport and distribution network. The organization employs both hourly and salaried workers, which increases the complexity in contract administration.

Structure through contract management

The tightening of rules for storing personal data was the direct reason why Danske Fragtmænd decided to optimize the workflows surrounding contract management. However, the need had been pressing for some time as the company’s independent units had their own approaches to document storage. This made it difficult to create synergy across locations.

“It was messy, overwhelming, and unstructured, and we needed to make it systematic across the units. In workshops, we created clarity about what we actually need in HR, from the moment we establish contact with a potential employee,” says Anette Munk Thuesen, HR Team Leader at Danske Fragtmænd.

Today, there is an identical structure, and who has access to which folders has been systematized. Integration with Microsoft Dynamics AX, where all employee data is maintained, ensures that all rules regarding storage and deletion of data are easily followed.

Smoother workflows with contract management

Since the structure has been established, the daily work has been much easier because data is linked to individual employees and easily shared among those who have access to the system. Everyday tasks have been made easier, especially with WorkPoint Express, which is a plug-in that allows users to move, create, delete, find, and maintain all their emails, documents, and processes without switching between applications.

“WorkPoint Express is absolutely brilliant because it makes it easy to archive both emails and documents directly related to the employee in question. It greatly simplifies the work,” says Anette Munk Thuesen.

IT and contract management that just works

So far, the HR and payroll departments are the ones using the solution. New employees quickly become familiar with the solution, and a recent update, which included a new user interface, seamlessly integrated into the workday.

“From the beginning, it was important for us that the solution was easy to access and easy to use. In the old system, we struggled not only with a lack of structure but also with long loading times. There’s nothing worse than waiting. IT just needs to work, and the new tool does,” says Anette Munk Thuesen.

Always within reach

WorkPoint’s HR tool offers many opportunities to optimize HR workflows. So far, the primary focus for Danske Fragtmænd has been on ensuring effective contract management. Digital signatures and access to the solution for managers with personnel responsibilities may be the next steps towards optimization, but most importantly, the collaboration and the solution work smoothly in everyday life.

“We are pleased with our collaboration with digitalworkspace365. If anything arises, they are always within reach and quickly provide a solution,” concludes Anette Munk Thuesen.

Latest cases

A desire to stay ahead of security was the reason why the Danish enterprise Naturmælk asked for digitalworkspace365’s help in ensuring high Governance in the use of Microsoft 365. 

Naturmælk is a community of 43 organic farmers who operate a dairy and work towards making both the individual farms and the dairy sustainable businesses. IT security also plays an important role here.

Taking active measures for security

The scope of IT crime is increasing, and Mathias Bendesen Møller, the CFO of Naturmælk, had no intention of sitting idly by.

“There’s a cyber war going on, and I don’t want to wait until we’re attacked. When you want to take active action but don’t have the expertise yourself, you have to seek help from outside. At digitalworkspace365, I get the necessary help and insights to understand both limitations and possibilities in Microsoft 365,” says Mathias Bendesen Møller.

GDPR compliance in order

Naturmælk has thoroughly reviewed all security parameters in the use of Microsoft 365 and has activated features that strengthen their Governance. In terms of GDPR, the company now utilizes options they were not previously aware of. This includes, for example, setting criteria for the automatic deletion of sensitive personal data.

“As a standard, there’s a lot to consider. With the help of digitalworkspace365, we have done what we can to ensure ourselves. Everything that can contribute to higher security is now activated so that we can protect ourselves against external attacks,” says Mathias Bendesen Møller.

Avoiding anarchy in the use of Microsoft 365 

For Naturmælk, the Governance workshop also meant that they became aware of and started using Teams and forms, which are tools in Microsoft 365, much more than before. However, in a secure manner. Naturmælk has limited the platform slightly, so that users do not engage in any inappropriate actions.

Latest cases

Extensive digitalization of critical workflows placed new demands on security. With the help of digitalworkspace365, Geia Food now has a solution where they can flexibly grant external access to their system without compromising security.

As a market-leading food supplier to the Scandinavian market, the Danish enterprise Geia Food has a vast network of partners, extensive food control, and correspondingly high requirements for documentation with authorities. The bar for both collaboration and security is set high, and the complexity is significant.

Increased security requirements with open systems

Geia Food is a growing company undergoing a digital transformation that makes workflows easier both internally and for the many external suppliers. Among other things, suppliers need to conduct audits through digital questionnaires to ensure full traceability throughout the supply chain. The process is more efficient and user-friendly with a unified digital solution, but it also poses new security requirements.

“When we invite people in, it’s important to know who is inside, what they are entitled to, and, most importantly, when they are out,” says Daniel Olesen, IT Manager at Geia Food.

New working methods require new standards

When Geia Food, like the rest of the world, was forced to work virtually to an even greater extent in early 2020, Teams quickly became a central collaboration tool. It was another opportunity to thoroughly examine the company’s Governance.

Expert assistance provides reassurance

In collaboration with digitalworkspace365, Geia Food went through the company’s Governance in a workshop focusing on both technical possibilities and business aspects. The Microsoft 365 platform is extensive and can be challenging to grasp when many other aspects of the company’s IT infrastructure also require attention.

“I consider myself knowledgeable, but when it comes to Microsoft 365, I’m an amateur compared to the people at digitalworkspace365. They know what they’re talking about. There are many checkboxes and many options, so you have to be careful. digitalworkspace365 was sharp in helping us,” says Daniel Olesen.

Latest cases

Being responsible for electricity and plumbing in up to 750 construction projects per year, the Danish enterprise Uggerly Installation needs constant overview and assurance that materials and manpower are in the right place at the right time. And that’s what they have today, where all processes are supported by automated flows and digital tools.

High complexity in daily operations – Project managemengt

Tight schedules combined with important material deliveries and ensuring that there are people to perform the job is a vulnerable combination. There was no room for getting lost in one of the often 7-8 spreadsheets per construction project or overlooking important changes. Fortunately, that’s exactly the kind of thing you can digitize yourself out of, and that’s exactly what Uggerly Installation chose to do.

Project management and digitalization made it simple

After a thorough market analysis, Uggerly Installation chose WorkPoint 365 as the primary document and case management system that will serve as the engine in their digital solution. In collaboration with digitalworkspace365, they built the foundation that will ensure simplicity and overview in their everyday operations.

“We began by mapping all our processes and the different roles involved. Based on that, the architecture was created. We chose to build our document, case, and project management in WorkPoint 365. WorkPoint 365 is the backend on top of SharePoint forms, while WorkPoint Express bridges our activities from SharePoint to Microsoft 365,” says Michael Seerup, Administration Manager at Uggerly Installation.

Supporting business goals with project management

A successful digitalization is not just a matter of finding the right supplier. A significant part of the responsibility rests on the company’s own engagement, and Michael Seerup has taken on the task. He continuously explores the possibilities and develops the tool to make everyday life easier for the employees and to support the business goals.

For instance, he has used Power Apps to build customized apps tailored to the needs of the field staff.

“Our employees can order all plumbing and electronic components on their phones and file them directly on the case,” says Michael Seerup.

Project management and digitalization have improved collaboration

Digitalization means that Uggerly Installation has improved collaboration both internally and with their primary partner, HusCompagniet. At the same time, the dependency on individuals has been significantly reduced since all information is available to everyone, anytime and anywhere.

Digital ambitions with project management

Now that the digital journey has begun, Uggerly Installation will continuously develop and optimize the solution to always support the business. The next step is to supplement with an HR tool, so that the administrative tasks surrounding the workforce also receive a digital boost.

Latest cases