Summary
Modus Services PLC is responsible for the 30-year PFI agreement to modernize the iconic UK Ministry of Defence headquarters in Whitehall - one of the most complex and sensitive government facilities in the country. With 10,000+ obligations, multiple stakeholders, and decades of commitments, maintaining accuracy, compliance, and continuity was a major challenge.
Enter Affinitext. By implementing Affinitext’s Intelligent Document Platform, Modus gained a single version of the truth, proactive obligation tracking, and seamless collaboration. The result? Greater control, reduced risk, and a future-proof system for delivering contractual outcomes at the highest standard.
The challenge
Managing a long-term, multi-stakeholder PFI contract posed significant hurdles:
- No single version of the truth: Conflicting contract versions led to disputes and inefficiencies.
- Complex obligation tracking: 10,000+ obligations demanded structured, real-time management.
- Staff turnover impact: Onboarding of new staff was inefficient, and knowledge gaps from personnel changes jeopardized continuity.
- Inefficiencies in contract management: Time-consuming tracking methods increased compliance risks.
- Lack of collaborative oversight: The absence of a unified system weakened stakeholder alignment.
With a 30-year contract, Modus needed a solution that wouldn’t just work today, but would stand the test of time.
“With thousands of obligations and decades of commitments, Modus needed more than a system—it needed a contract intelligence platform built to last.”
The Affinitext solution
"Affinitext has fundamentally transformed how we manage our contractual obligations, ensuring compliance, transparency, and proactive contract management." Paul Francis, Modus
By implementing Affinitext, Modus gained:
- Intelligent obligation management: Automated tracking for real-time compliance.
- Task manager and dashboard modules: Streamlined oversight with auditable records.
- Single version of the truth: Eliminating discrepancies and disputes.
- Enhanced collaboration: A world-class, transparent, aligned approach for all stakeholders.
- Future-proofed contract management: Ensuring efficiency and compliance for decades to come.
The impact and outcome
With Affinitext, Modus has redefined contract management, eliminating inefficiencies, reducing risk, and setting new standards for compliance and collaboration:
- Eliminated compliance risks: Proactive tracking ensures contract obligations are met.
- Increased efficiency: Automated processes save time and reduce errors.
- Strengthened stakeholder confidence: Transparency fosters trust and collaboration.
- Navigated key challenges: Including the smooth transition of the Old War Office (OWO) out of the MoD’s Main Building PFI contract.
- Adapted to crises: Seamless contract management, even through COVID-19 disruptions.
- Achieved ISO 44001 Certification: The first UK PFI project to achieve this certification.
Affinitext didn’t just optimize contract management, it transformed how Modus operates.
Before and after Affinitext
- Before – Inefficiencies, disputes, and compliance risks due to manual contract tracking.
- After – Automated processes, real-time oversight, and seamless collaboration, reducing risk and strengthening relationships.
What’s next?
Modus continues to lead contract innovation, partnering with Affinitext to drive best practices and advance digital contract management. The future is smarter, more efficient, and powered by intelligent contract technology.
