Manual processes slow contract negotiations
In the past, ENGIE Italia’s public administration teams relied heavily on manual methods such as emails, phone calls and spreadsheets to collaborate on bids and prepare new B2B contracts. All key documentation—including building plans, technical schematics, and financial proposals—were stored in shared drives.
“One of the big difficulties with the previous way of working was that there were no standard processes for pre-contract negotiations, which made it difficult to ensure a consistently fast response to client requests for proposals,” continues Presicce. “Using shared drives to store documentation was also slowing our public administration teams down, because the lack of a structured folder system made it time-consuming to find and retrieve information.”
Planning standardized digital workflows
To solve the challenge, the public administration department decided to build a single, standard set of processes for pre-contract negotiations, supported by digital workflows in Salesforce® CRM. At the same time, ENGIE Italia looked for an Enterprise Information Management (EIM) platform that could integrate seamlessly with the Salesforce solution, offering teams faster access to key information.
“When multiple energy businesses are bidding for the same contract, being able to produce a compelling proposal quickly can offer big advantage,” adds Presicce. “We were confident that combining Salesforce CRM with an EIM solution would help our teams respond to potential clients faster.”
Ensuring seamless integration
For more than five years, ENGIE Italia has used OpenText solutions to enable EIM capabilities across its business, including an automated mailroom solution powered by OpenText™ Intelligent Capture and OpenText™ Documentum™. Based on its positive experiences with the OpenText solutions, the company decided to build on its investment in the platform by deploying OpenText™ Extended ECM for Salesforce®.
“One of the most important criteria for a new EIM solution for the public administration department was tight integration with Salesforce,” states Presicce. “We wanted to ensure our employees could work in a single system, eliminating the need for time consuming swiveling between different platforms to retrieve information. With Extended ECM for Salesforce, we can deliver exactly that.”
Partnering with the experts
From the beginning of its journey with OpenText solutions, ENGIE Italia has relied on OpenText business partner PIC Informatics to assist with consulting and technical implementation services. As a result of the strong collaboration between the two companies, ENGIE Italia selected PIC Informatica to help with deploying Extended ECM for Salesforce.
“We greatly appreciate the advice and expertise of the PIC Informatica team,” comments Presicce. “Over many years of working together on different projects, we’ve built up a very close working relationship. PIC Informatica knows our business back to-front, which gave us the confidence they would be the perfect partner to help us deploy the new OpenText solution and build the integrations with our other business systems.”
Unlocking process efficiency in the cloud
Working with PIC Informatica, ENGIE Italia deployed Extended ECM for Salesforce in the AWS cloud. Today, the solution is fully integrated with the company’s new pre-contract workflow in Salesforce CRM, and with the company’s SAP business systems.
Presicce explains: “Our public administration teams now drive the pre-contract process using Salesforce CRM. At every point, the teams can store and access information via OpenText Extended ECM without ever leaving the Salesforce solution. Once the contract negotiations are complete, we also use the OpenText platform to store the client contracts, which we create in SAP ERP.”
Presicce adds: “We are pursuing a cloud-first strategy—and deploying Extended ECM on AWS is part of that initiative. In the coming years, we plan to migrate all our OpenText solutions to AWS, enabling us to unlock the efficiencies of the cloud model, reduce our IT operational costs and increase our responsiveness to the business.”