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The Rotunda Hospital Dublin

“The reminders for updating individual stakeholders is a great tool. The forward look tab is a great additional bonus and functionality on the system.  It is a strategic planning and scheduling tool for procurement activities and contract management, providing a forward look with a clear plan bar chart and timescale to encourage early engagement with Suppliers prior to contracts expiring.”

Sue Murphy, Procurement and Contract Manager, The Rotunda Hospital Dublin

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Rotunda Hospital is one of Ireland’s leading maternity hospitals, dedicated to providing world-class healthcare for women and babies. Established over 270 years ago, Rotunda has a proud history of delivering expert maternity care and has consistently embraced innovation to improve patient outcomes. To streamline its internal processes and enhance efficiency, particularly in procurement and contract management, the hospital sought a modern solution that would help ensure compliance and improve document storage.

Background

Before implementing Accord, Rotunda managed contracts and documentation across various departments using a mix of outdated methods. Most departments relied on filing documents on a shared network drive, with hard copies backed up in ring binders. Meanwhile, other departments that had access to more advanced software systems in the laboratories used these as a repository for their contracts.

However, this decentralised approach led to inconsistencies in storage, difficulty in retrieving documents and an overall lack of visibility across the hospital’s contract management. During a routine internal audit of Finance and Procurement, it was recommended that the hospital explore a dedicated contract management system to ensure better compliance, improved document storage and enhanced visibility for key stakeholders.

Choosing Accord

Rotunda conducted comprehensive research into contract management systems, evaluating multiple options based on features, security, and ease of use. Based on this research and recommendations from industry peers, Accord was selected for its reliability and strong reputation as a contract management system.

Accord was chosen because it met Rotunda’s key needs: a secure, centralised location for contract storage, the ability to set automated reminders for important updates and seamless document sharing across departments. The intuitive interface and functionality of the system ensured it could be adopted quickly without disrupting daily operations.

Post-Implementation: Streamlined Processes and Compliance

Since the implementation of Accord, Rotunda has seen significant improvements in how contracts are managed across the organisation. Documents are now centrally stored on the Accord platform, allowing all business units easy access to their contracts and associated documentation. This shift from scattered storage solutions to a single, secure system has improved compliance and enabled the hospital to ensure that all contract-related data is up-to-date and accessible to the relevant stakeholders.

Accord’s automatic reminders for contract renewals and reviews have proven to be a valuable feature. These reminders ensure that individual departments stay on track with updates, helping Rotunda maintain stronger relationships with suppliers and avoid lapses in contract compliance. Furthermore, the platform’s real-time updates have enhanced collaboration across departments, improving overall operational efficiency.

Standout Features

Several features of the Accord system have made a significant impact on Rotunda’s contract management processes:

  • Forward Look Tab: This strategic planning and scheduling tool has been a game-changer for procurement activities and contract management at Rotunda. The clear plan bar chart and timeline provide a comprehensive forward view, helping the procurement team engage with suppliers well in advance of contract expirations. This proactive approach has allowed for more informed decision-making and smoother transitions between contracts.
  • Automated Reminders: Accord’s ability to send timely reminders to individual stakeholders for contract renewals, updates and reviews ensures that critical deadlines are never missed. This functionality has been particularly helpful in keeping all departments aligned with the hospital’s compliance requirements.
  • Centralised Document Storage: By moving all contracts to Accord’s central platform, Rotunda has greatly improved document retrieval and storage. Now, contracts are easily accessible from a single location, with full visibility into their status, which has made auditing and internal reviews far simpler.

Experience with Accord

Rotunda’s experience with Accord has met and, in some areas, exceeded expectations. While the system was introduced to meet basic contract management and storage needs, it has provided additional benefits that were unforeseen. The strategic forward-look functionality, in particular, has proven to be a significant value-add for the hospital’s procurement strategy, helping the hospital to anticipate and plan ahead more effectively.

“The reminders for updating individual stakeholders is a great tool. The forward look tab is a great additional bonus and functionality on the system.  It is a strategic planning and scheduling tool for procurement activities and contract management, providing a forward look with a clear plan bar chart and timescale to encourage early engagement with Suppliers prior to contracts expiring.”

Services Provided by Accord

  • Procurement & Contract Management System: Rotunda has integrated Accord’s contract management system, offering full visibility into the contract lifecycle with features like alerts, escalations, and the forward look dashboard.
  • Automated Contract Alerts: The system allows for scheduled alerts to stakeholders, ensuring proactive management of supplier relationships and early engagements around renewals.
  • Accord Tender Tracker: Tracking tendered procurement projects through each stage, ensuring compliance and the ability to track lessons learnt.
  • Annual Subscription Services: Accord provides ongoing hosting, security, maintenance and support services, ensuring that Rotunda’s system is always up to date and scalable for future needs.

In conclusion, the implementation of Accord has transformed Rotunda’s contract management processes, enhancing compliance, improving document storage and providing strategic planning tools for procurement. The system’s comprehensive features and intuitive interface have allowed Rotunda to manage contracts efficiently, while also enabling better long-term planning and supplier engagement. Accord has not only met but in several cases, exceeded the hospital’s expectations, setting the foundation for continued growth and success in their procurement strategy.

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