References

ALMA's software for production use at Kotkan Energia

Maintenance and Service
Billing
Sales
Warehousing
Technical Documentation & Management
ALMA Consulting's software is part of a wider ERP reform of Kotkan Energia, which includes ALMA's maintenance system, inventory, purchasing and document management, mobile work control, and electronic logbook. ERP reform replaced the energy group's decades-old system. The supplier is also actively involved in the further development of software.

Kotkan Energia Oy is a company owned by the City of Kotka. Kotka Energia Group comprises the parent company Kotkan Energia Oy and the subsidiaries Karhu Voima Verkko Oy and Karhu Voima Palvelu Oy and the associated company Karhu Voima Oy. The Group employs more than 100 people working in several different locations and subsidiaries. At the start of the ERP project, the Group had dozens of different information systems, and some of them had reached the end of their life cycle.

"We wanted a maintenance and financial management system that serves the whole group. The project included energy production, district heating and electricity grids, industrial services and the material management and storage of the entire Group. The system also supports customer invoicing for work," says Financial Manager Anne Kujala. She has worked as a Project Manager at Kotkan Energia's renewal project information system since its inception, i.e., from autumn 2016 onwards.

A modern, easy to use and flexible solution

When such major reform is carried out, there is a need to prepare for it carefully. The objectives of the project must be very clear so that the outcome of the tendering of IT system suppliers will certainly be the very best system.

"ALMA was the most suitable system for the Kotkan Energia Group covering all the features we needed. Now we have one integrated system in the Group that has helped rid ourselves of many of our outdated and overlapping systems. ALMA's solution is modern, easy to use and flexible. We can also add new features to it as the needs arise," says Jari Mäkelä, Chief of Maintenance at Kotkan Energia. He has been actively involved in the information system reform, especially with regard to its maintenance system.

Maintenance is constantly on the rise

When the Kotkan Energia Group has a common system in use, it is known almost in real-time what is going where.

"All of our maintainers now have more uniform and more mobile working methods. Also, the technical information of the equipment with the spare parts and documentation clusters and service history is better than the previous one for all maintenance personnel in the system," continued Mäkelä.

According to Mäkelä, the change in the information system created good conditions for the continuous development of the maintenance of Kotkan Energia. The system can be developed according to the company's changing needs.

Better customer service

According to Anne Kujala, the biggest benefits of the new information system are that all people in the group now use the same system. Many things are much easier than ever now the Group's operating and working methods have been harmonized. Customers receive the same high-quality service regardless of where and with whom they are doing business.

"For example, bug reports are now processed in the same system, so information is immediately available to all our installers. In terms of material purchases, we know in real time what materials are available and what needs to be ordered," says Kujala.

Utilizing ALMA for weekly meetings

Weekly meetings of powers plants use of Alma’s reports. The ALMA system delivers a real-time logbook with bug reports of the plant's events.

"Hours spent working can be included in the new system through subscription. The material costs used for the work as well as the costs of the outsourcing work are also logged. Events are recorded in the system almost in real-time, making the information up-to-date and quickly available to everyone," says Kujala.

The system will also develop in the future

The introduction of the ALMA information system was officially launched in early November 2017. However, some of the Group's staff have been using the system for much longer. During the project, new development needs have emerged, some of which have already been implemented.

"We are now bringing together the development needs of this project, and we are planning to follow up on them. We are discussing the development proposals in a regularly developing working group. Based on the discussion held there, we look at what new features will be introduced in the system. With a very confident mind, we look to the future," says Kujala.

Despite the extent of its broadness, the implementation of the system has really worked well in cooperation with the supplier. Users have also adopted the system for their own daily use.

Kotkan Energia Oy is a company owned by the City of Kotka. Kotka Energia Group comprises the parent company Kotkan Energia Oy and the subsidiaries Karhu Voima Verkko Oy and Karhu Voima Palvelu Oy and the associated company Karhu Voima Oy. The Group employs more than 100 people working in several different locations and subsidiaries.