How Grampian improved control, transparency and insight through PfH's spend and contract management platform, Q
How Grampian improved control, transparency and insight through PfH’s spend and contract management platform, Quantum
Grampian Housing Association manages over 4,000 affordable homes across 3,372 square miles of North East Scotland. With such a large and dispersed range of homes, having visibility of spend and supplier performance is essential to delivering high quality services. Quantum, our spend and contract management platform, has become central to how Grampian achieves this – supporting more efficient procurement, stronger compliance and improved outcomes for tenants.‑quality services. Quantum,
THE PROBLEM
Fragmented information, limited visibility and increasing regulatory demands
Grampian manages multiple asset management contracts across repairs and maintenance, decarbonisation and more. Historically, contract information was stored in different places, making it difficult to maintain a single, accurate view of expenditure, contract KPIs and expiry dates. Managers often had to search across multiple systems to piece together whether suppliers were meeting expectations and what operatives were purchasing.
Since the Public Procurement Strategy for Scotland was introduced, transparency requirements have intensified – particularly around KPIs and annual reporting – and the limitations of Grampian’s spend and contract management approach became more pronounced.
THE SOLUTION
A single, intelligent platform to manage suppliers, contracts and spend
In 2025, Grampian began to use Quantum, PfH’s state‑of‑the‑art spend and contract management platform as a central hub for monitoring material spend, tracking supplier performance and managing contract documentation.
“You can see everything on Quantum. It gives me an overview of all my contracts – not just one – and you can drill into as much detail as you want. We use the data to have discussions with suppliers and agree discounts”, says Anshu Mathur, General Manager of TLC, Grampian’s in-house maintenance company.
Quantum’s spend dashboard enables asset management staff to analyse operative‑level spend and identify anomalies or maverick behaviour through account card data. Finance colleagues use it to quickly access supplier payment terms.
The platform also supports strategic planning. With a clear view of spend patterns, contract anniversaries and supplier performance, Grampian can make more informed decisions about future procurement and service delivery.
“It is really helpful having a very visible, simple hub for contract management and spend. It gives us visibility across all suppliers and spend and supports our contract register. If I had my way, I would put all Grampian contracts through it, so our contract database is up to date and easy to manage all the time!”
Alexander Carle, Director of Asset Management
THE RESULTS
Greater transparency, stronger control and better outcomes for residents
Contract management has become significantly more efficient since Grampian began using Quantum and its comprehensive contracts dashboard. All documents, KPIs, meeting notes and expiry dates are stored in one place, reducing administrative effort and ensuring nothing is missed.
The platform has also improved supplier accountability. With clearer performance data, teams can hold suppliers to agreed standards and address issues earlier. Enhanced reporting tools allow Grampian to analyse cost‑effectiveness, track social value commitments, and support continuous improvement.
For TLC, the benefits are equally clear. Operative‑level spend analysis and account card visibility help the team manage stock more effectively. Insights also reduce contract ‘leakage’ by quickly identifying off-contract spend and optimising the materials shopping basket so it reflects the most commonly used items.
Residents benefit too. With tighter control of spend and reduced contract leakage, Grampian can direct more resources into frontline services. Greater transparency across contracts means residents experience more consistent performance from suppliers, strengthening trust in how their homes are maintained.
Quantum gives Grampian the control, transparency and insight it needs to manage spend and contracts seamlessly and deliver consistently better services for its tenants.