Energi Fyn: In full control of their contracts

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.

Implementing the House of Control software has provided Energi Fyn with:

• A complete overview of all their procurement contracts.
• Automatic alerts before renewal deadlines and expirations.
• A single "source of truth" for all departments and business areas.
• Clear links between procurement contracts and associated DPAs.
• Reduced risk of duplicate purchases.

"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."