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Process Manager in the public sector
How Process Manager is transforming contract management at Port of Antwerp-Bruges
Port of Antwerp-Bruges now manages its concession agreements in one central CLM platform, built with valantic Process Manager. Integrated with existing applications such as Jira and e-signing, the platform generates documents automatically and notifies the right people at the right time. The result: all contract information in one place, less manual work and simpler, more efficient follow-up of every file.
Challenge
More complex regulations, the 2022 port merger and process steps digitised in separate tools meant that managing concession agreements took increasing manual effort and time.
Consulting approach
After a thorough business and functional analysis with the departments involved, valantic used Process Manager to build a tailored CLM platform, integrated with Jira and e-signing, with automated document generation and notifications.
Solution & benefits
All contract information is now in one place, and every file is followed up more simply and efficiently, with less manual work.
About the company: Port of Antwerp-Bruges
Port of Antwerp-Bruges consists of two complementary port areas: Antwerp, on both banks of the Scheldt, and Zeebrugge, on the North Sea coast. It is the second-largest port in Europe. With connections to more than 800 destinations, the port links the European continent with the rest of the world. Port of Antwerp-Bruges generates 72,600 direct jobs and no less than 20 billion euros in added value.
The challenge
The management of concession agreements has evolved considerably in recent years. New and more complex regulations, including those on soil issues, make files more extensive and require closer follow-up. The 2022 merger of the ports of Zeebrugge and Antwerp also brought new challenges. At the same time, several paper-based process steps were digitised, but often in separate tools. This led to additional manual work, scattered information and working methods that varied depending on the application.
How do you build one central platform that brings together a wide range of complex processes, without compromising consistency and auditability?
Consulting approach
valantic started, as in every project, with a business and functional analysis phase: together with the various departments of Port of Antwerp-Bruges, all requirements were clearly mapped out and defined. Only once that shared picture was in place did the implementation take shape.
For the delivery, valantic deployed Process Manager: the platform for visually designing business processes in BPMN and turning them directly into executable workflows. For Port of Antwerp-Bruges, this resulted in a custom-configured CLM application that connects seamlessly with the internal applications the port already uses today. For example, there is a direct integration with Jira, and documents are automatically forwarded to an electronic signature application. In addition, documents are generated automatically and populated dynamically with the available case data. Automated document generation and guided signing flows are not CLM-specific features, by the way, but generic capabilities of Process Manager that can just as easily be applied to other approval and document processes.
Internal communication runs smoothly too: through the processes in valantic’s Process Manager, the right people are notified at the right time, via e-mail, Teams notifications and/or tasks within the application itself.
Astrid Denecker
Concessions Assistant — Port of Antwerp-Bruges
”Process Manager guides me smoothly through every step of the file. This makes my work highly efficient, and I can also easily find all the information I need to complete the process.“
Results & benefits
Centralised data management, with no duplicates across different platforms; all contract information can now be found in one place.
Reliable processes and procedures ensure smooth, structured follow-up on every case, while maintaining existing consistency and quality.
Contract management is digitised and automated, with an efficient collaboration platform that structurally simplifies enforcement and reporting.
For a public organization such as the Port of Antwerp-Bruges, this makes it easier and more efficient to track each contract, thereby ensuring transparency and accountability in the long term as well.
This approach illustrates a broader logic: the same platform that orchestrates complex contract files at Port of Antwerp-Bruges today is used by valantic at other customers for a wide range of rule- and approval-driven processes: from permit and grant files at local governments to sales and service workflows within Dynamics 365. At Port of Antwerp-Bruges, contract management is the starting point; Process Manager itself is not limited to that single application.
Transform your contract management
Let's start together
Kim Asselman
Sales Director
valantic Division Customer Experience