Midland Heart is one of the top ten housing and care organisations based in the UK. It owns and manages more than 32,000 homes and invests over £100 million each year in neighbourhoods. It has 2,200 staff members working together to make a difference.
The Business Need
Midland Heart required an Electronic Document and Records Management (EDRM) solution to provide the key document repository and workflow engine for all documents and invoices held within Midland Heart. Midland Heart identified a need for consultants who the experience to guide them through the procurement and implementation process and appointed Charles Brooks.
Charles Brooks developed a Business Case with key stakeholders justifying the need for EDRM, establishing potential savings including reduced archiving and storage space requirements and efficiency savings.
Working with the Legal Services team he ensured that standing orders were complied with as the contract was valued below the OJEU threshold. A Pre-Qualification Questionnaire (PQQ) was developed and a technical specification finalised with key users.
Selected suppliers were invited to tender. Charles organised for supplier briefings sessions and demos to take place. These enabled suppliers to fully understand what Midland Heart wanted to achieve and enabled Midland Heart to consider how the EDRM solution would be implemented.
Once all evaluation work had been concluded, Charles guided the project team to the final decision and then successful contract negotiations. Charles is now providing additional support guiding Midland Heart through the challenges and cultural implications of an EDRM project.
The EDRM solution is now starting to bed in well throughout the organisation with staff becoming familiar with the new ways of working. This enables Midland Heart to provide a better service to its tenants and staff are already realising some of the benefits and welcome additional office space.
Zoe Gilsenan, Midland Heart Head of Project Support said
"Our decision to have specific expertise provided by Charles who helped us procure and project manage the initiative was a good one and we were very happy with how he worked with us to achieve the outcome."