From folders on one PC to cloud-based contract management: Jettime uses House of Control to ensure efficient contract management and better decision-making. Now, all contracts are gathered in one place – with notifications, searchability and full control for the entire organization.
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Jettime is a Danish B2B airline with around 500 employees and a modern fleet of 13 Boeing 737-800s. They fly both charter missions and provide aircraft with crew for major operators such as SAS and Norwegian. With such a complex business and a large number of supplier and partner agreements, Jettime needed a system that is user-friendly, provides an overview, is accessible and creates insight across the organization.
“The most important thing for us is to have a full overview of our contracts, so we avoid duplicating the same deliveries or missing important deadlines. In addition, each department must be able to see and follow up their own agreements. This gives ownership and removes personal dependency,” says Peter Orssten, Procurement Manager at Jettime.
The challenge: Contracts on one PC and no common structure
As Head of Procurement, Peter is responsible for all procurement in Jettime (except aircraft leasing). This also includes following up on a large number of agreements with suppliers and partners. On the legal side, Legal Manager Emily Lundqvist Mikkelsen handles everything from contracts and GDPR to other legal tasks. When Jettime reopened after the pandemic, the company lacked an in-house lawyer and many contracts ended up with the purchasing department.
“Previously, all contracts were stored in a folder on Peter's PC. This created a bottleneck that made it difficult and inaccessible for others in the organization to make informed decisions – sometimes at short notice,” Emily explains.
The lack of a common system made Jettime vulnerable, both in terms of staff dependency and potential errors. Contracts could expire or be renewed automatically and, in the worst case, they risked entering into a new agreement or ordering a new service without having canceled the old one. Such double handling would lead to unnecessary costs and extra work. It became clear that Jettime needed a better contract management solution.
“There is no more searching for contracts in folders or local files. We save time, and we have far greater certainty that agreements are followed up on time.”
The solution: An intuitive system with shared database
To ensure control, Jettime decided to find a cloud-based contract management tool.
“We had meetings with several suppliers, but chose House of Control because we thought it was the best and most intuitive system,” says Peter.
The choice fell on the House of Control solution Complete Control, which excelled in terms of user-friendliness and functionality.
The implementation took place in close collaboration with House of Control. With the support of their Customer Success Manager, Simon Søgaard-Pedersen, Jettime got to work building a common contract database.
“We took the time to enter all the agreements and define who is responsible for each contract. At the same time, we involved the managers in each department to ensure that everyone had ownership of their own contracts,” says Emily.
To date, Jettime has registered around 180-190 contracts in the system, and the number is constantly increasing. As more contracts are identified and entered, they expect to reach over 250 active contracts.
“We've held introductory meetings with almost all departments and are now gradually rolling out the solution throughout the organization. Jettime is thus moving from scattered contracts on local disks to a single source of truth, where all contracts are safely stored with the correct information,” says Peter.
The effect: Overview, ownership and fewer worries
Jettime is already noticing a big difference in everyday life.
“It's a huge relief. There is no more searching for contracts in folders or local files. We save time, and we have far greater certainty that agreements are followed up on time. We can use the time we save on case management and other tasks,” says Emily.
With all contracts gathered in one place and a clear division of responsibilities, they avoid the uncertainty that used to come with person-dependent routines. Each department can log in and view their own contracts, which increases ownership and frees up time for Peter and Emily to focus on their core tasks.
A concrete example of the value of the system is the alert function. Previously, there was a real risk of contracts 'getting out of hand' – being automatically renewed or not terminated in time. Now, the right person is automatically notified by email well before a contract expires or needs to be renegotiated.
“I immediately see which contracts are about to expire and the system automatically notifies the person in charge. That gives me peace of mind. It means that Jettime avoids expensive surprises, such as overlapping agreements or services we no longer need,” says Peter.
Peter also highlights how easy it has become to search the contract texts.
“The system allows us to search in the contract documents themselves. If we're looking for a specific clause, we can search for a keyword in the PDF instead of plowing through the entire document,” he explains.
As a result, gathering information and preparing for negotiations is much faster than before. Overall, Jettime feels that they now have the control they wanted: all relevant contract information is accessible, searchable and under control, resulting in both better decisions and lower stress levels.
These are the favorite features: Notification and searchability
Among the features Jettime values most in the House of Control solution, Peter and Emily mention these four in particular:
- Notification well in advance of expiration: Automatic notifications ensure that nothing falls through the cracks as contracts approach renewal or termination dates.
- Searchable contract text: All contract text is searchable, making it easy to find specific terms or keywords without reading the entire document.
- Easy access for the entire organization: A cloud-based system gives all relevant employees easy access to the contracts – wherever they are – with the right access rights.
- Clear ownership and accountability: Each contract is linked to a responsible person or department. This provides clear areas of responsibility and ensures that follow-up is always rooted in the organization, even if individuals leave or are given other tasks.
“It makes sense for the individual user and provides a good overview across the organization. Now each department can see its own agreements, instead of everything being hidden away with one person,” says Emily about the new way of working.
Close follow-up from House of Control
Jettime also highlights the collaboration with House of Control as a success factor.
“Simon has been incredibly helpful and patient. He has set up meetings, answered all our questions and guided us through the entire process. He understands our needs and comes up with good solutions,” says Emily Lundqvist Mikkelsen.
As Customer Success Manager, Simon Søgaard-Pedersen has followed Jettime closely from day one of the implementation.
“The difference is that it wasn't just 'here's the system, good luck'. House of Control has been with us all the way. This continuous follow-up made it easier for us to get started and make full use of the solution,” emphasizes Peter Orssten.
The result is that Jettime now has full control over the contracts and a future-oriented tool that contributes to safe, efficient and predictable operations.
