ExtraCare Charitable Trust

A respected registered charity since 1988, ExtraCare is dedicated to creating better lives and sustainable communities for older people, providing them with desired homes, fulfilling lifestyles and care if it’s needed.  The charity faced contract management challenges with their legacy system relying on decentralised Excel spreadsheets and SharePoint document storage – led to siloed information, and difficulty in achieving a cohesive, organisation-wide view of contractual commitments. The goal was to implement a robust, modern management system, not simply a new storage location.

Heresafe’s Accord Contract Management System was selected to centralise contract intelligence, enhance operational transparency and provide tighter financial control. Accord monitors all contract data and associated documents in a single, secure platform, offering immediate visibility of all spend under contract and ensuring audit-readiness without the need to collate information from multiple sources. Key features of the system include configurable workflows for standard contract processes, mandatory fields to ensure consistent data capture (e.g., value, dates, contacts), and automated alerts for critical dates like renewals and compliance milestones.

The implementation of Accord has delivered significant organisational benefits. ExtraCare has eliminated information silos, achieving clearer visibility of contractual obligations and associated spend, thereby strengthening financial rigour. Access to consistent, complete records supports accurate internal and external reporting, streamlining compliance and simplifying audit processes. On a day-to-day level operational efficiency has improved, with staff spending less time searching for documents. Furthermore, the reliable data on contract values, terms and supplier performance now provides the procurement and financial planning teams with better insight for smarter strategic decision-making and more effective budget management.

In essence, Heresafe’s Accord system enabled ExtraCare to transition from a reactive, labour-intensive contract administration model to a proactive, centralised management strategy, ensuring better stewardship of resources aligned with its charitable mission. The Charity can now operate with clarity instead of complexity.