Energi Fyn have gained full control over their contracts and now ensure that agreements are renewed on time. Deadlines for extensions and follow-ups on data processing agreements are now managed through automated alerts.
A forgotten renewal deadline can be enough to force the renegotiation of an otherwise well-functioning agreement. For Energi Fyn, this was a real challenge, particularly for their subsidiary, Vores Elnet. As a company subject to public procurement rules, a missed deadline could mean they are legally required to put the contract out to tender all over again. Today, they have a complete overview of their procurement contracts, providing a newfound sense of security in their daily operations.
Energi Fyn owns and operates the electrical grid across most of Funen (Fyn), Denmark. The group also sells electricity and natural gas to private and commercial customers, offers broadband and charging solutions, and manages street lighting for several municipalities. Operating in a sector of high national importance, they face strict regulatory requirements for their procurement processes.
For Procurement Consultant Caroline Olesen, this means that oversight, documentation, and timely follow-up are not just "nice to have" – they are essential.
"We handle everything from procurement contracts to legal issues. Therefore, we need tools that give us control. Previously, we didn't have a single place where all agreements were stored," she says.
In organizations subject to tender rules, contracts are rarely permanent. They are usually time-limited, and many contain options for extensions. If a deadline is missed, the contract cannot necessarily be continued.
"If a contract isn't renewed in time, it could, in the worst-case scenario, trigger a new tender process. That is a time-consuming task that is difficult to fit into a busy schedule if it hasn't been planned for," Olesen explains.
The lack of a centralized system meant they lacked a full overview, making it difficult to ensure that all contract follow-ups and extensions were handled correctly.
To improve management, Energi Fyn chose to implement the Contract Management solution from House of Control. The first step was building a structure tailored to their needs and establishing clear notification routines.
"Now we receive alerts well before a contract expires. This gives us the opportunity to evaluate whether we should extend, renegotiate, or prepare a new procurement. It's a completely different way of working than before," says Olesen.
A key part of the setup was linking master agreements with their corresponding Data Processing Agreements (DPAs), which has made GDPR compliance significantly easier for Energi Fyn.
"With House of Control, we can see all our DPAs and which master agreement they belong to with a single click. This is a huge help since we are required to follow up on these agreements at least once a year," Olesen notes.
By centralizing everything in one system, Energi Fyn can see the links between contracts, generate reports in seconds, and ensure better compliance. This reduces the risk during audits and replaces manual work with predictability and structure.
Implementing the House of Control software has provided Energi Fyn with:
"In a large organization, two departments might enter nearly identical agreements without knowing about each other. Now we have a tool that helps us identify if we already have a contract in that area. This gives us better bargaining power," says Olesen.
Most importantly, it has provided peace of mind.
"We no longer have the stress of searching for contracts or worrying if we’ve followed up on something in time. We can really feel that difference in our daily work."
Olesen highlights the flexibility of the software as a core strength.
"We have been able to set up structures that make sense for us. The program is highly customizable, as long as you know your own contract structure."
The collaboration with House of Control and their Customer Success Manager has also been vital.
"We’ve received excellent support throughout the process. The setup of different registration templates for master agreements and DPAs works very well, making it easy for new users to get started."
When Caroline meets other procurement professionals or contract managers, her message is clear:
"It’s surprising how common it is for large organizations to be unable to find their contracts. You could spend an entire man-year just tracking them down. If you want to avoid that and ensure you actually know what you’ve agreed to, a contract management system is absolutely necessary."
For Energi Fyn, House of Control has become the tool that ensures oversight, security, and better management. It is the difference between working proactively and constantly "putting out fires".