Tracking Compliance Documentation with Aprovall

Romain Letourneau, Compliance and Internal Control Manager at France Loire

Before the digitalization of public contracts, we managed a significant paper flow during both the consultation stages and contract follow-up. Ensuring compliance with mandatory documents related to market processes (such as the prevention of undeclared work) was not fully reliable, and our archiving system required better control. With digitalization, regulatory compliance remains a crucial objective, both to mitigate regulatory risks and as an area for operational improvement.

Romain Letourneau, Compliance and Internal Control Manager at France Loire

Before the digitalization of public procurement, we managed a paper flow both during the consultation stages and contract monitoring. The tracking of mandatory documents related to market processes (fight against undeclared work) was not fully reliable, and the management of archiving needed to be better controlled. With the implementation of digitalization, compliance with regulatory obligations remained a challenge both in terms of regulatory risk and as an area for operational improvement.

Choosing a tool capable of managing and centralizing our suppliers’ document collection

Within the Arcade Group, the choice of Aprovall quickly became obvious. It was a tool that had already proven itself and constituted a real optimization axis with suppliers. In practice, we needed a solution to provide a quick response to document management with the goal of making our processes more reliable and simpler.

Aprovall allows us to collect documents, monitor our suppliers’ compliance, and automate this task. Without this solution, the administrative control of a candidate’s compliance for a contract would still be a very time-consuming process. We have therefore gained in security with a very low operational impact.

A very strong desire to ensure risk control

We use Aprovall as a SaaS solution. The implementation was quick, and only a few adjustments were necessary after deployment. Aprovall was attentive to our needs in order to make the best use of the tool within the framework of our organization and operations.

What makes e-Attestations unique: the culture of support and customer service.

The platform allows us to regularly check our suppliers’ compliance. With a compliance rate regularly above 90% for all our suppliers monitored in the context of undeclared work, we focus only on non-compliant suppliers. Aprovall allows us to quickly detect risk situations and carry out targeted follow-ups. The process is much more efficient.

The solution is fully utilized in the context of consultations and during specific monitoring committees depending on the activities concerned. We easily collect summaries via the tool (summary of documentary compliance), which simplifies the modalities of market consultations for us.

The advantages for our suppliers

A differentiating asset is Aprovall’s economic model

Our suppliers have free access to the platform to securely deposit their documents. The deployment of the solution was accepted more quickly by our suppliers, thanks to the pooling of documents. There is no redundancy in document requests. Once a document is uploaded, it will be shared for all of its different contracting authorities.

The automated collection of certain documents, such as the vigilance certificate via connection to public databases, is another advantage for our suppliers. Their file contains maximum information and is more easily kept up to date.

A relationship of trust

We currently monitor 650 suppliers, mainly work and service providers, on undeclared work, public procurement, as well as specific documents related to some of them (asbestos certification…).

Aprovall is willing to take into account the client’s evolution. The teams are attentive to our needs and are always proactive in proposing ways to support us in managing our suppliers’ risks. We have a dedicated account manager who can answer both technical and functional questions about the tool, as well as our regulatory and legal inquiries. We always get a complete and quick response. This is a real asset in our relationship.

To summarize Aprovall in one sentence

Spontaneously: a win-win tool.

Everyone benefits: the supplier, the company, and both upstream and downstream.

Client quote:

We went from almost nothing to a solution that secures almost all of our obligations in terms of supplier monitoring as well as our overall risk control; with an operational impact that remains moderate.

Romain Letourneau, France Loire