MawisContract – Creation of easement agreements

Case study: automation of the creation of easement contracts in the Pilsen branch of Hrdlička spol. s r.o.

About Hrdlička spol. s r.o.:

Hrdlička spol. s r.o. is a respected company specializing in the provision of geodetic and geomatics services. The company provides its services to clients in various sectors, mainly in the field of construction, operation of technical infrastructure and other areas where geodetic data processing is needed. As one of its activities, the Pilsen branch of Hrdlička also provides the creation and negotiation of turnkey contracts on easements for the construction of electrical networks for companies building the infrastructure of ČEZ and EG.D.

Challenge:

Despite the fact that Hrdlička spol. s r.o., or its Pilsen branch, has experienced staff and quality procedures, the process of drafting easement agreements was a repetitive, time-consuming and error-prone routine. Staff manually sought out and added information about the owners of the affected parcels and the persons acting, often from different sources, and manually added it to the model agreements, which they modified according to the owner’s input. Such activity can lead to inconsistencies and cause errors and inaccuracies in the contracts and in the proposals for entry at the CN. However, the activities during the preparation of the contracts and proposals showed all the signs of being suitable for automating and standardising the process of creating a single model contract, if the internal decision logic of entering the parts based on the owner’s input could be implemented.

Target:

Hrdlička spol. s r.o. was looking for an efficient way to automate the process of creating easement agreements to increase productivity, reduce the potential for errors and ensure a consistent approach to creating agreements. The main objective was also to facilitate the tracking and management of the contract negotiation and negotiation process.

Solution:

The development department of Hrdlička spol. s r.o. prepared and deployed the MAWIS Contract application to the employees of the Pilsen branch, which was designed to automate the creation of easement contracts and monitor the progress of their negotiation. The application enables the retrieval of data on parcel owners from the project’s geometric plans and vfk-files. Furthermore, the application has customized contract templates prepared for the contracts of individual customers, in this case CEZ power system operators, which can be easily adapted to specific requirements and modifications. The contract templates/patterns contain decision logic based on owner data, e.g. payer/non-payer natural/legal person, etc., and are compiled fully automatically without manual intervention by a staff member. Just based on the data entered into the application.

Implementation:

After several training sessions, the employees of the Hrdlička branch in Pilsen started to use the Mawis Contract application on a regular basis. The application was easily integrated into the existing workflow. Employees now retrieve the necessary data on the owners of the parcels affected by the project and fill in missing data on the negotiating parties and accounting characteristics. Subsequently, the application automatically generates draft contracts and other necessary documents (cover letter, payment details), and at the end of the process, the application also fills in a deposit application based on the templates provided, which is then available for download on the ČÚZK website. This eliminates errors caused by manual editing of templates and proposals for deposit on the CN.

Results:

The implementation of the Mawis Contract application brought several key results to the Pilsen branch of Hrdlička:

1. Increased efficiency: the contract process has been significantly accelerated. Employees no longer have to manually search and process information, which has saved a lot of time.
2. Reduced errors: automation has reduced the number of errors and inaccuracies in contracts. The application uses uniform templates, which has ensured consistent and correctly worded contracts.
3. Clarity and transparency: staff now have a better overview of the status of individual contracts and the overall process of negotiating and discussing contracts.
4. Streamlining work: automation allows employees to focus on more important tasks and improve the quality of service.

Conclusion:

The Mawis Contract application has become a key tool for the Pilsen branch of Hrdlička spol. s r.o. in the creation of easement contracts. Automating the process has brought many benefits, including increased productivity, reduced errors, better visibility and streamlined work. As a result, the company can better respond to the needs of its customers and provide quality services in its industry.