Aspelin Ramm Eiendom - Software Innovation

Aspelin Ramm Property:Document templates in 360º provide motivation for employeesWhether for apartments at Tjuvholmen, a foodhall at Vulkan, a hotel at Økern, an office atFornebu or a shop at the Alna Centre, Business360º manages the documents of theproperty company Aspelin Ramm.Industry:PropertyProduct: Business 360°Aspelin Ramm Property AS systematically files all documentsin the document management system Business 360º, whichalso helps produce and distribute standardized documents.The property company owns, builds and runs about430,000m 2 of property both single-handedly and incooperation with Selvaag, OBOS and others. Amongst theirpopular new projects are the developments of Vulkan, aformer industrial site in Oslo, Tjuvholmen in Oslo, Oksenøyenat Fornebu and Union Pier in Drammen.Inadequate filing routinesStaff used to file vital documents as attachments to theclient cards in the company’s CRM-system. Some of it foundits way to the network server, but some remained hidden onindividual staff members’ computers.“Almost all documents are connected to a building in theproperty industry,” says Bjørg Hopstad, Head of Finance.“To retrieve old documents in the CRM-system you wouldhave to know where it was saved. New employees could notfind anything.”Business 360º best out of sixIn 2007, Aspelin Ramm began the search for a betterdocument management system. They established a projectgroup, and asked an external consultant for help in definingtheir requirements.“We asked six vendors for an offer, and evaluated three ofthe systems. We agreed that Software Innovation’s Business360º was the best one,” says Hopstad.“We are a small business without advanced file managementneeds. We were therefore interested in getting somethingoff the shelf and configuring the standardized functions, butleaving the source code untouched,” she says.Growing painsConfiguring the document system was not as easy asexpected:“Because we were among the very first to use Business 360º,we experienced several of the system’s growing pains,” saysHopstad.Aspelin Ramm was created in 1881 whenthe Swedish mining engineer Gustaf Aspelinmoved to Christiania to sell iron, steel, spadesand other tools. It was a great success. Afterseveral rounds of restructuring the AspelinRamm Group AS was established in 1998. Thegroup consists of Motek AS, which sells tools,and Aspelin Ramm Property AS, which has 40employees and owns, develops and managesaround 430,000m2 of property both on theirown and with partnersSummary:Aspelin Ramm Property used to file documentsin their CRM system. They wanted a more efficientdocument management system andchose Business 360º with SharePoint. After achallenging start, the system now works justas they hoped it would. The staff files all emailattachments, contracts and project documentsproduced and received by the company, andcan easily find old documents. A clever systemfor standard document templates and an addressregister in 360º simplifies production anddistribution of rental contracts and other documents.

Aspelin Ramm Property:Document templates in 360º provide motivation for employeesWhen Aspelin Ramm began saving documents in 360º in2008, the system was far from finished.Permanent consultant solved the problemsAspelin Ramm’s administration consultant, Ninette Jurs, tookover responsibility for 360º in 2010. She improved the systemand then established which consultant would be theirmain point of contact at Software Innovation:“It worked very well. By the end of 2010 we finally had controlof the new document management system. The standardfunctionality in 360º provides a range of options. We havemade the system as easy and user-friendly as possible,”says Jurs.“We created a document template system withstandardized documents in Business 360º, sothat staff do not have to write frequently useddocuments, such as standardized rental contracts,from scratch each time. It saves a lot of time, makesdocuments neater and ensures that Aspelin Rammcommunicates in the same way with everyone.”Administration consultant Ninette Jurs,Aspelin Ramm Property ASUses 360º for everythingAspelin Ramm aims to file everything in 360º. The manyadvantages to this include:• Filing of documents concerning buildings and tenants• Easy access to old documents if old agreements areneeded• Filing emails in 360º – A majority of communicationhappens by email• Easy drag and drop function for importing documentsfrom other systems in 360º• The project department that runs development projectsno longer needs to hire external digital collaborationrooms, but can use the collaboration rooms in MicrosoftSharePoint (integrated with Business 360º), where evenexternal consultants can be given access, with projectdocuments being filed in 360º.Effective document templates in 360ºAll employees at Aspelin Ramm have received individualtraining over two to three sessions. During the initial phasestheir motivation suffered due to the issues encountered, buttheir commitment is now strong.“We have a system of document templates for standarddocuments that are accessible in 360º. This means employeesdo not have to write up, for example, standardizedrental agreements from scratch. It saves a lot of time, makesdocuments neater and ensures that Aspelin Ramm communicatesin the same way with everyone,” says NinetteJurs. “The documents are now to attach to emails to individualrecipients, or send to all tenants of a building. Thisalso establishes routines for how client and address changesshould be managed.”Paperless manuals at VulkanAspelin Ramm Property AS owns and develops the Vulkansite in Oslo, where it is utilizing the old industrial site’s potentialto build a theatre, a dance venue, advertisement and artschools, a hotel, a food hall, a sports park, offices, shopsand flats. And soon Aspelin Ramm will move in to new officesthere too.Aspelin Ramm plans to realize the potential of the documentmanagement system even further. The next phase will seethe company’s health and safety and personnel manuals becomedigital by being entered into 360º.• Filing of contracts and construction drawings in 360º,while allowing the version management to keep track ofdifferent versions• Transferring of contracts from the old CRM system to360º, while leaving the majority of old documents in theCRM system• Adaptable personnel data with access restriction in 360º(yet to be implemented)Software Innovation is a Scandinavian company and a leading international software vendor for document control, information and case management.With 25 years of experience and competence in business-oriented content applications, we are committed to delivering futureproof,flexible and highly user-friendly solutions for our customers and partners. Our application suites create excellent information sharing,efficient collaboration, business control and improved service for both private and public organizations. The packaged business solutionsare built on Microsoft SharePoint and Office, the market leading platform for collaboration and business productivity.Software Innovation AS | Rolfsbuktveien 4C | N-1364 Fornebu | +47 23 89 90 00 | www.software-innovation.no