Customer Success Story
BPD Immobilienentwicklung GmbH: Future-proof contract management with Shareflex
Standardised, integrated, compliant – Shareflex Contract is the digital basis for contract processes.
BPD requirement: Contract management as a supplement to DMS
As a property developer, BPD is often involved in residential construction projects spanning multiple locations. These projects require a variety of contracts, including property purchase agreements, construction and planning contracts, and agreements with investors and end customers.
Secure, structured contract management for efficient processes
In order to maintain an overview in this complex environment, secure, structured contract management is necessary. This minimises legal risks and streamlines processes. In large residential areas, where there are numerous partners and stakeholders, managing and tracking contracts is crucial for establishing uniform standards and ensuring transparent and comprehensible internal and external collaboration.
Founded in the Netherlands in 1946, BPD Immobilienentwicklung GmbH (Bouwfonds Immobilienentwicklung) is now one of the leading project and area developers for residential construction in Germany and the Netherlands. The company has been operating in Germany since 1993. With six regions stretching from Hamburg to Munich, BPD boasts a comprehensive presence in residential property development across Germany, with a total of 14 locations. BPD’s expertise ranges from inner-city and mixed-use residential property developments to large, district-based area developments. BPD is a Rabobank company.
SharePoint as DMS already in place and linked to older ERP
‘At BPD, we were already using SharePoint as a document management system (DMS),’ recalls Dieter Luciano, Head of IT. ‘However, we were only using the DMS for document storage.’ When Microsoft Dynamics 365 Business Central was introduced, there was an opportunity to take over the existing system in terms of content while also further developing its functionality. ‘However, the desire for additional features such as digital signatures, automated contract creation and enhanced workflows necessitated a more robust contract management solution.’ An internal online search began.
BPD launches online research with clear requirements
The IT department at BPD set out clear requirements for the new contract management system, with the aim of overcoming the weaknesses of the previous ERP system. ‘Standardised, compliant contract creation that works uniformly in all regions was particularly important,’ says Dieter Luciano, highlighting a key aspect. Other key requirements included automated access to current master data via Business Central (BC) interfaces and the secure creation of up-to-date contract documents.
Goal: consistent, versioned document base in contract management
The goal was to avoid outdated, locally stored templates and instead provide a consistent, versioned document base that would always meet legal and organisational requirements. In addition, uniform and central access for all regions was to be ensured via interfaces in order to minimise sources of error. Furthermore, contract creation was to be made more efficient while strictly adhering to compliance aspects.
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BPD opts for Shareflex Contract
‘While searching for a suitable contract management system, we came across Portal Systems during our online research,’ recalls Dieter Luciano of BPD. ‘As we were already using SharePoint, it made sense to look for a solution that could be seamlessly integrated into our existing system landscape.’ ‘The subsequent discussions with Portal Systems and our ERP implementation partner Kumavision were very constructive,’ Luciano explains, ‘with the initial focus on technical feasibility and integration into the ERP system (Business Central).’ Ultimately, BPD was particularly impressed by the technical compatibility and expandability of the solution, as well as the trusting cooperation with the partners.
Shareflex: easy to integrate and optimally tailored to the IT landscape
Following the initial positive impressions and the successful technical coordination, BPD opted for the Shareflex contract management solution from Portal Systems. The solution was pragmatic and easy to integrate, and was optimally tailored to the existing system landscape — especially when used alongside the existing Shareflex DMS and Business Central.
Kumavision and Portal Systems: solution-oriented
Another decisive factor was the competent, solution-oriented approach of those involved. ‘They can do it,’ says Dieter Luciano. Collaboration with Shareflex partners Kumavision and Portal Systems then took place virtually via Microsoft Teams exclusively, with regular meetings held every one to two weeks. ‘In these meetings, all partners were involved in discussing the current project status and agreeing on the next steps.’
Portal Systems: fair and realistic cost estimates
BPD particularly appreciated Portal Systems’ pragmatic approach and fast implementation speed, as well as their realistic and transparent cost estimates.
‘Portal Systems acted in a truly fair and solution-oriented manner, without excessive effort or delays.’
Communication was also described as ‘open, honest and cooperative’, inspiring great confidence at BPD. ‘I really liked the fact that they always treated us fairly, honestly and openly – it was great.’
BPD: very rapid introduction of Shareflex Contract by Kumavision
After deciding on Shareflex Contract, BPD introduced it very quickly with the help of Shareflex partner Kumavision. Dieter Luciano estimates: ‘The system was up and running within a few weeks, without any significant challenges.’ Shareflex contract management has been in productive use since February last year. BPD has particularly noticed the degree of standardisation achieved: ‘Contracts are now created uniformly, based on current templates, for both debtors and creditors.’ Integration into existing systems also ensures efficiency and security.
Practical advantages of Shareflex Contract increase acceptance
As is often the case with digital changes in various companies, BPD’s workforce initially met the introduction of the new Shareflex solution with scepticism and reluctance. However, after a short time, employees recognised the practical advantages, such as the speed of contract creation and the security provided by up-to-date templates and automatic data transfer. ‘This led to a noticeable increase in acceptance,’ says Dieter Luciano. An additional challenge was that some people tried to retain their old freedoms in contract design, for example by making individual changes to clauses. ‘However, the new system sets clear standards, which largely rule out such special cases.’
Shareflex® Contract
Contract Management with SharePoint and Microsoft 365
With Shareflex Contract, you can organise your digital contract management and keep track of all deadlines.
- ✯ Manage all contracts over the entire life cycle
- ✯ Integrated workflow and permission management
- ✯ Audit-proof archiving
More digital processes with Portal Systems and Kumavision are in the pipeline
BPD is very positive about the new contract management solution: ‘It has made work processes significantly more efficient and secure,’ says Dieter Luciano. ‘We will continue to actively maintain our collaboration with Portal Systems and Kumavision as we continuously develop our digital processes further.’
BPD plans digital signature
BPD is planning to introduce digital signatures in future projects, ‘to be better prepared for future contract processes’. Overall, BPD is optimistic about the future and particularly values its fair, constructive and reliable partnership with Portal Systems and Kumavision.
Any questions? I will be happy to answer them personally!
Patrick Carl
Chief Sales Officer
Email: info[at]portalsystems.de
