How Total Foundation automated its management processes with Optimy

With 100's of new projects funded every year, we've drastically reduced the amount of manual workload thanks to Optimy!

"With 100's of new projects funded every year, we've drastically reduced the amount of manual workload thanks to Optimy!"

Anne V
General Secretary
The foundation

A few words about Total Foundation

€ 125 millions dedicated by the Total corporate foundation to CSR activities worldwide for 5 years, 2018-2022. One of the largest corporate foundations in France, with activities in Europe and on the international markets. The investment Social integration, climate, public interest, safety, mobility, culture and heritage are the prime focus.


What Total Foundation was looking for

Supporting operational staff in implementing their roadmap, implementing projects and partnerships, and managing their administration.
Managing the budget and flows linked to projects and partnerships and ensuring their contractual implementation.
Reporting on the Foundation’s governance (closing of accounts, preparation of the Board of Directors, relations with the supervisory authorities, renewal of operating licenses).

How Optimy helped Total Foundation

1. Process automation

Given the number of projects funded each year, the workload linked to the production of agreements has beenn significantly reduced. Thanks to the workflows implemented in Optimy, the tool automatically alerts us to all the tasks that we need to deal with for our partners’ follow-up and the management of our projects: Our team can manage our framework tasks from within the tool.

Daily tasks such as a payment to be made to a partner, a project follow-up committee to be organized, A partner to be contacted again because a project follow-up report has not been received within the agreed timetable. Optimy pilots many processes for us. The current operational management has been significantly improved.

2. Data and reports management

Having a centralized database in which our partners are listed, and all the data on the projects supported is stored also has many advantages:
- Sharing of information within the team.
- The ability to respond quickly to questions from the Group on our portfolio or the history of operations carried out with a partner.
We use the data extraction module to analyze the characteristics of our portfolio on various criteria. Over time, we have progressively automated the production of many internal or external reports previously produced manually with significant time and productivity gains. For the past few years, we have also been using the Optimy tool to manage our partners’ calls.

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