ENGIE is a world-leading business group in energy and decarbonization services at the forefront of energy transition. The group aims to help accelerate the transition to a carbon-neutral economy and boost the fight against climate change by reducing energy consumption through more environmentally friendly solutions.
The company applies an integrated business model, focused on four main activities: industrial solutions for customers, renewable energy generation, power transmission networks and infrastructure, and conventional generation and supply of electricity and gas. Founded in France, the firm serves more than 24 million customers worldwide. The group has over 170,000 employees in more than 70 countries.
One of the major challenges in the e-invoicing related project was, on the one hand, ensuring compliance with the regulations in force in France. To this end, invoices must be issued through the Chorus Pro Portal, which has certain specific technical features for public clients (B2G).
Moreover, the company had to provide an optimal response to an important community of B2B customers and in line with its own corporate policy. This means having a quality billing system that provides added value such as traceability, automation, security and confidentiality of the data exchanged.
Likewise, up to that point, the client had been working with another provider, so a complete migration of their e-invoicing solution to a new technological infrastructure that would improve its performance, while guaranteeing the stability and availability of the service, had to be carried out.
“This was a complex project on a very tight schedule with only five months until start-up and a major technical difficulty due to the large number of format translations to be carried out with 15different mappings. Our priority was to comply with the migration timings and EDICOM responded perfectly, without affecting the level of service provided to our customers”, notes Jérôme Horvilleur from ENGIE.
Technology platform for digitization of B2B and B2G invoices
The solution implemented by EDICOM for ENGIE is a centralized B2B and B2G invoice issuing platform, which guarantees confidentiality and traceability throughout the life cycle of the documents, from their issuance to their certified archiving with probative value, as well as return notifications on the status of the invoices we forward to Engie when provided by customers. In short, centralizing the management of all your invoices electronically provides control and efficiency in the accounts receivable accounting processes.
EDICOM equips ENGIE with a technology platform in SaaS (Software as a Service) mode with proprietary software, hardware and continuously updated communication systems and management services designed for implementing advanced electronic data interchange models.
In addition, ENGIE required special conditions of integrity for their e-invoices over time, as they are documents with decisive fiscal information that may be claimed by the administration or retrieved for legal processes. EDICOM Long Term Archiving applies identification methods, digital signature and electronic timestamping in accordance with the eIDAS regulation (digital identification) to all the documents archived to ensure that the integrity and authenticity of the file is permanently protected.
Project development: the keys to success
Main keys to the successful rollout of the project include the communication and transparency present throughout the development of the project between ENGIE and EDICOM. Ranging from the raising of potential issues and setting targets for implementation of the solution to resolve the e-invoicing situation.
The well-defined approach to project management also stands out. At EDICOM we use a methodology of our own designated Efficient Team Methodology (ETM), which combines the Scrum agile working system with our own project management procedures.
This working system is based on breaking down complex projects into smaller tasks that can be more easily undertaken in terms of form and time. This way, our technicians are highly efficient, as they can focus on resolving a very specific task, providing high quality in each of the activities performed and meeting the deadlines set. Likewise, this working approach ensures immediacy and speed of response in providing solutions to constant changes.
This methodology involves constant communication between the teams and their managers through weekly follow-up meetings where the tasks accomplished are assessed, the current status is checked and the next sprint of tasks is drawn up. In addition, the teams remain in contact throughout the sprint through daily meetings and when needs arise.
The ability to organize collaborative work
Another key factor was the ability to organize collaborative work, selecting and defining work teams. EDICOM was responsible for creating a team of software integrators with extensive experience in the implementation of e-billing projects. In parallel, ENGIE put together a team dedicated to the migration project and in permanent communication with the EDICOM technicians.
In addition to the methodology and organization of collaborative work, it was important to develop customized applications to facilitate the organization of projects. The management application allows effective communication and real-time monitoring of the project status. In addition, it allows the user to validate files and get results on line.
All of this has achieved “efficient, fluid and close collaboration between the teams from ENGIE and EDICOM, based on the use of specific collaborative tools for project management”, explains ENGIE.
Finally, after project closure, we transitioned from the Project Implementation Area to the Preferred Support service, provided by technical experts with proven experience in managing, monitoring and executing complex installations in multiple sectors. They also have in-depth knowledge of the installation and the client’s particularities in order to provide fast, efficient and high quality assistance.