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How to Navigate PPP and PFI Contracts using Nomio

If you’re reading this, chances are you know how complex PFI and PPP projects are to manage.

Over the last year, we’ve been in the trenches with SPV managers across the country who all felt the same frustrations: thousands of badly scanned PDFs, scattered documents, clauses that don’t make sense, fear of missed obligations, endless amendments and incomplete project diaries.

We took the time to understand how existing portfolio management processes were letting these managers down, so we could spend even more time crafting the right solutions.

Our aim was to strip away the unnecessary complexity. To build a centralised place where anyone could manage their PPP projects at a fraction of the time, without any of the stress.

Here’s how Nomio solves PPP’s biggest problems.

1. No one knows where the right documents are.

We heard over and over from SPV managers that their project documents were scattered — in shared drives, on individual desktops, within old email chains, or even in glass cabinets.

Nobody had access to the right documents when it mattered, too much time was wasted digging through folders, and there was no visibility on a portfolio-wide level. As a side effect, getting new staff up to speed took weeks.

To unify visibility, everything you need has to be in one place.  

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Nomio’s central repository gives you a birds-eye view of all the documents across your portfolio and the obligations Nomio captures from them. This way, no document or amendment is ever overlooked.

This repository is searchable and scales as you do. Whether you have 100 or 1000 agreements, you can find any agreement within 3 seconds max.

With secure access and sharing, you can also segment visibility so only the right managers see the right projects - for security or simplicity.

2. PDFs have no search-ability. Ctrl-F doesn’t help.

Finding the information trapped in project documents is a headache. With each project spanning thousands of pages, the most common way of searching for important information is to Ctrl-F through your documents until you land on the clause you’re looking for.

It’s unproductive and inaccurate: you have to search for exact words or phrases, Ctrl-F is incompatible with bad scans, and you can only search through one document at a time.

Every manager we spoke with wanted a powerful search engine for their clauses.

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So we built an intelligent clause search that eliminates Ctrl-F’s limitations. Our search returns all the clauses across your entire project portfolio that match the keyword, phrase or clause number you’re looking for.

Instead of searching document-by-document, you can choose your parameters. Search through all of your agreements at the same time, through only a subset of your agreements, or within one individual agreement.

We know you don’t always know exactly what you’re searching for, so we bring up all related queries too. For example, if you search for the word “terminate”, we’ll also show you all the clauses with the words “termination” and “terminated”.

We also know that sometimes you do know exactly what you’re looking for, so we built multi-term search. For example, searching for “Payment” and “Invoice” will bring up all related invoice clauses with payment terms, and vice versa.

3. Manual project diaries are annoying to make at the best of times, chaotic and disorganised at the worst.

Each project has hundreds of recurring obligations that have to be completed by multiple stakeholders. Keeping track of who has to do what is hard, especially when each SPV manager has slightly different ways of tracking these obligations.

The best solution right now is to scroll through your documents, manually collate the obligations you can find, arrange them in a spreadsheet that has to be updated every quarter, and hope you haven’t missed anything.

You’re making 100% of the effort with 0% of the certainty.

Keeping track of your obligations shouldn’t be this hard.

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We take the pressure off your shoulders. Nomio auto-calculates and generates an exhaustive timeline of the obligations across your entire project portfolio, and sends you automatic emails in advance so you have plenty of time to take appropriate action.

Again, we give you the power to control your visibility. You can segment this timeline to view only the obligations for a specific project, or a specific document.

You can also change and restrict user permissions, ensuring only the right users have access to certain documents.

4. There’s no connection between information and project documents

The frustration with spreadsheets has another layer. They’re splintered and entirely disconnected from the true source of information: project documents. This gap between spreadsheets and documents means there’s an even higher chance of manual error.

Every SPV manager we spoke to felt uneasy about this.

What if an amendment comes through but no one updates the spreadsheet? What if you forget to tick off obligations as you comply with them? What if your team is operating from entirely different versions of the same spreadsheet to begin with?

It’s critical to be able to quickly link information back to the source.

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We created a solution that places the original project documents at the heart of everything.

Nomio keeps all of your documents next to the obligations we capture from them, and creates easy links between them. For example, if you click on an obligation in the timeline, you’re taken exactly to the clause that obligation was captured from.

You also don’t have to worry about evidencing compliance. Add notes and attachments next to dates or clauses to evidence compliance, and create an audit trail for each project your entire team can see.

The Bottom Line

Delivering huge infrastructure projects is hard. Managing the project agreements associated with them doesn’t have to be. Nomio takes the stress out of navigating these mammoth documents, allowing you and your team to focus on what matters most — providing exceptional management.

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