Aston University

With contracts underpinning procurement activity across the University, Aston needs clear supplier oversight and contract control to support consistent processes, compliant delivery and forward planning based on reliable data. Before implementing Accord, Aston managed contracts using a bespoke Access database supported by manually maintained folders for attachments. Over time, this created inefficiencies, particularly around reporting, visibility and document control. The system did not provide a dependable, centralised view of contractual activity, and pulling meaningful insight from it was difficult. The goal was to introduce a modern, structured contract management approach, not simply relocate documents into a different storage space.

Heresafe’s Accord Contract Management System was selected to centralise contract intelligence and give Aston a single source of truth for contract management. A key differentiator was Accord’s forward planning capability, which set it apart from portals that function mainly as static contract registers with limited reporting value. Accord also delivered clearer, more intuitive reporting than legacy tools, enabling teams to access contract insight without relying on workarounds. Recently introduced reporting enhancements, including the “locks and string” reports, delivered immediate value. Accord strengthened governance through a Legal Contracts section with restricted visibility, and improved supplier oversight through contract aggregation, enabling users to view all contracts awarded to a supplier in one place. Practical improvements, such as the call-off reference field for frameworks, boosted searchability, while automated alerts supported proactive management of contract expiry dates and annual reconfirmation requirements for high and medium-risk modern slavery suppliers. Advanced search and filtering further enabled leadership teams to analyse contracts by department, risk and other criteria.

The implementation of Accord has delivered significant organisational benefits. Aston now has a clear, holistic view of current, expiring and archived contracts, reducing reliance on individual stakeholders or folder structures to maintain control. Contract management has been embedded into formal procurement process flows and reflected in the procurement manual, supporting more consistent governance across the organisation. On a day-to-day level, processes have become more straightforward and reliable, including a simplified and more robust extension process that helps avoid duplicate references and lost files. Beyond operational improvements, the forward planning report has become a critical strategic tool, with exports used directly within category planning to support smarter decision-making and better preparation for what’s coming next. Overall, the experience has exceeded expectations, with support highlighted as responsive, collaborative and proactive. Accord has helped Aston move from a manually maintained contract register to a proactive, insight-led approach, supporting stronger governance and more confident planning across the University.