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Case Study Contract Management: Ministry of Foreign Affairs


Global insight into contracts, annual savings on personnel

 

The Regional Support Office and Dutch embassies are aided by a cloud solution to gain a faster understanding on their payments. It takes care of a lot of back and forth calling, and eventually also in personnel expenses.



Lees de Contract Management casestudy van het Ministerie van Buitenlandse Zaken over het gebruik van MochaDocs

Ministry of Forreign Affairs

About the Ministry of

Forreign Affairs

Every hour of every day, the Ministry of Foreign Affairs promotes the interests of the Dutch Kingdom abroad. The Ministry coordinates and carries out Dutch foreign policy at its headquarters in The Hague and through its missions abroad. It is likewise the channel through which the Dutch Government communicates with foreign governments and international organizations.

 




1-2

99% Decrease
 in phone traffic each month
Directly from the start
 
1-2

3 FTE
instead of 8 FTE
All AsiaPAC Embassies have insight
 
1-2

7.000%
Return on Investment
 in the first year
Wereldwijde Uitrol

Challenge


The Ministry of Foreign Affairs centralizes the operational management of all Dutch embassies by establishing Regional Support Offices (RSO). An example is the lease of embassy personnel in Jakarta which is paid by the RSO in Kuala Lumpur. A copy of these agreements has to be sent by mail. It is often not even clear whether payments are made. Communications between embassies require much time. How can the RSO ensure they pay bills on time, and in the meantime notify the responsible person?


 

"One Contract Management System Worldwide"

Future vision

Following the Regional Support Office in Kuala Lumpur, both RSO’s in Prague and Santiago de Chile started using MochaDocs. “It is not yet obligatory for the embassies to use it.” tells Van Veen, “but it is our leading contract management system.” The Ministry of Foreign Affairs is examining if they are willing to import the complete contract register into the cloud solution. “Otherwise we will need a link between MochaDocs and a different system,” says Van Veen.

 

Right now the RSO uses the software mostly for payments, but a great deal more can be done with it according to the secretary: “With MochaDocs you can quickly check whether something has been done or not. Has the roof been repaired yet? You will get a notification.” The target is clear according to Van Veen: “One contract management system worldwide managed in The Hague.”

 

 

Linda Looise

Londa Looise 

Project Manager Dutch
Embassy Kuala Lumpur
Download the complete Ministry of Forreign Affairs (RSO) case study.

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Discover how Alex van Veen and Linda Looise lowered the work load and improved the service quality of the RSO. 

The case study is cleverly written, insightful and free to download. Pages filled with interesting, handy and practical contract management information.



Involved with this case study:

Alex van Veen: First Secretary

Linda Looise: Project Officer

Bram van Montfoort: Interviewer

Joey Jreij: Graphics Design