Cooperation with Solu Digital has brought Espoo Catering modern tools for knowledge management. The solutions have made processes more efficient and increased everyday transparency.
Espoo Catering is the in-house company of the City of Espoo, which prepares meals for daycare centers, schools, and for city meetings and representative events. More than 77,000 meals are prepared daily, so process efficiency and financial monitoring are key to the success of the entire operation.
When production and customer numbers are significant, knowledge management also needs to function seamlessly. Minna Hanhinen, Finance Manager at Espoo Catering, notes that the previous reporting model was laborious and fragmented across multiple systems. Gathering information took time and made decision-making slow.
“Reporting was largely manual. Data was collected from different sources, and Excel spreadsheets were never fully up-to-date. Updating changes took time, and errors were inevitable,” she says.
From reporting challenges to automated financial management
Before collaborating with Solu Digital, Espoo Catering’s reporting relied on accounting income statements and balance sheets. Supervisors found it challenging to obtain an up-to-date overview of the financial situation, as information about different cost centers was disseminated slowly.
Manual processes in financial management slowed decision-making and increased the risk of errors. Information from different units had to be collected manually, and not all figures could be compared. Budgeting and forecasting required a lot of manual work and time.
The organization decided to build a modern reporting environment that would bring all financial data together and automate its updating.
“We wanted a real-time view of where we are going – without spending days collecting information,” Minna describes the starting situation.
Microsoft-based solutions brought efficiency and clarity
Solu Digital implemented several Microsoft-based digital solutions for Espoo Catering, which together form a comprehensive information management package. The core consists of Power BI reporting and a data warehouse, providing a real-time view of performance reporting, invoicing data, and inventories.
“We have been delighted with the Microsoft-based solutions delivered by Solu Digital. Through the cooperation, we gained access to a versatile and easy-to-use financial monitoring and reporting system that enables real-time access to information for all supervisors,” says Minna.
The Power Apps application is used to monitor the schools’ daily customer numbers in real time. The application produces the information used as the basis for invoicing and ensures its accuracy. “We can see immediately if data is missing, and we can react straight away. It makes everyday life much easier.”
In addition, the customer register and contract management were moved to a modern CRM and SharePoint environment. The electronic signature was implemented with the Assently solution, which improved information management and significantly streamlined the contract process.
“Now all customer and contract information can be found in one place. It’s a big leap forward from the previous Excel world,” says Minna.
Real-time automation changed the operating model of financial control
When data is updated automatically, reactions also become faster. Supervisors have a continuous view of their own unit’s results, customer numbers, and losses. Changes can be addressed immediately, not only in connection with the following reporting round.
“Previously, we had to wait for reports or ask for information from others. Now we can make decisions based on facts as soon as the change is visible in the system”, says Minna.
Real-time reporting has also increased accountability and transparency. Users can see for themselves when the data has been updated and identify any shortcomings.
“Supervisors can monitor reporting deficiencies and schedules. It has made reporting significantly more transparent”, continues Minna.
Automation has reduced manual work, thereby freeing up time for analysis and development. The comparability of data between different cost centers has improved, and decision-making is now based on a unified database.
Trusted partnership enables continuous development
Espoo Catering and Solu Digital have been working together on several development projects around different systems. The words flexibility, agility, and solution-oriented are the best ways to describe the collaboration.
“Help is always available quickly, and we don’t have to wait in the ticket system. Things are handled directly and uncomplicatedly. It makes the collaboration really smooth,” says Minna.
The partnership is not limited to current solutions. Espoo Catering is also currently developing the use of artificial intelligence as part of financial control and information management.
“We are preparing to implement artificial intelligence and are thinking about how agents can be activated as part of everyday life,” says Minna.
The cooperation has created a solid foundation for continuous development. According to Minna, the cooperation has been smooth both technically and humanly: “We have always contacted Solu when we have had a challenge. They have found a solution, and there have been no unpleasant surprises. Everything has gone well.”
Learn more about the collaboration between Espoo Catering and Solu Digital here.
