We reduced the number of e-mails by 100!
The main distribution system operator in France, GRDF delivers natural gas to more than 11 million customers every day. GRDF designs, operates and maintains the largest distribution network in Europe (198,886 km) and develops it in more than 9,500 local authorities, guaranteeing the safety of people and property and the quality of distribution.
Perfony has been installed for Customer Management in the Ile de France Region, and in particular in the “Délégation Gestion Pilotage” (Management Steering Division). Marc Bourion manages the tertiary purchasing department (seminar requests, membership of various organizations or associations, partnerships) and is responsible for managing nearly 4 million euros in orders.
What are the challenges for Purchase Service?
Orders must be realized in time
Respect payment periods
Simplify communication with other Delegations
Management Assistant – Operations Management Department
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The solution implemented with Perfony for GRDF
Perfony was set up in early 2016. Our research focused on a reliable tool that would enable us to track the progress of purchasing processes and thus avoid any tension with the “Delegations” (divisions)that place orders.
Using Perfony has really been integrated into the process and now each purchase request is created in Perfony in the corresponding folder for each “Delegation” (Division). The unique identification number generated by Perfony must appear on the “needs identification form” issued by a requesting “Delegation”. This number is also required on the order forms, so if there are any problems, even the suppliers can communicate it to us and we can easily find what it refers to.
For tracking purposes, we share the same management rules. For example, an action with 20% is a purchase request that has been seen but not yet processed; beyond 50% means that processing is ongoing, etc….. 80% indicates purchase requests that await validation by the controller in the management system.
Nowadays, a payment request is only taken into account when the “Delegation” has formulated it as a comment related to the action in Perfony.
In terms of best practices, we also share a common terminology for naming actions “supplier name / event name / amount”. It enables us to be extremely efficient and we know where we stand, sometimes without even having to initiate an action.
Finally, comments are used to discuss the status of orders. There are no more emails that get lost or that have not been sent and therefore no disputes; on a social level, this is very calming. It’s the same with attachments, this part allows us to group all documents related to a purchase in one place.