Challenge

The Gdańsk IT Centre faced significant challenges in managing complex procurement procedures based on information scattered across multiple systems and sources,including emails and phone conversations. Overseeing projects valued at several hundred thousand PLN meant staff had to manually compile data from numerous sources that were frequently inconsistent. 

There was no central repository for the key information required for procurement and contract settlement processes. This hindered collaboration, slowed operations, and increased the risk of errors. GCI needed a solution that would standardize, streamline, and organize the flow of information and documents. 

Solution  

The IT-Dev team, in close collaboration with GCI, designed and implemented a system for managing procurement processes and contract workflows, fully operating within the Microsoft 365 environment. Since employees were already familiar with the platform, the introduction and adoption of the new system was significantly easier. 

As part of the project, we adapted Microsoft 365 for the needs of the Gdańsk IT Centre by creating dedicated sites that act as shared workspaces for teams handling procurement and contract delivery. The solution was precisely aligned with the internal processes of both GCI and the City Hall. 

We delivered the project using SCRUM.  Working in two-week sprints meant the business team regularly received usable features and could actively shape the final solution. A three-party cooperation model proved highly effective, involving: the Business (Client), GCI (internal IT team), and IT-Dev (technology partner). 

Value and Benefits

• Centralized data and a single source of truth. All documents, data, and decisions related to procurement processes and contracts are now stored in one structured location. This eliminates information chaos and ensures data consistency.
• Optimized and streamlined processes. The introduction of electronic workflows and team-management tools greatly improved and sped up task execution.
• Full control and security. The system ensures strict access control, guaranteeing that confidential information is available only to authorized individuals.
• Leveraging existing resources. The entire solution was built using GCI’s existing Microsoft 365 licenses. No additional software costs were required.
• A business-driven collaboration model. The project was executed as a business-led initiative supported by IT, not the other way around. Business stakeholders defined the requirements, ensuring the final tool precisely matched their operational needs.