Centralized Procurement Tool for the Estonian Transport Administration

A comprehensive, automated lifecycle management tool designed to unify procurement planning, cost tracking, and financial reporting under one digital roof. The system replaces manual workflows, tracking infrastructure projects from initial planning to the end of the warranty period.

Objektide teekonna jälgimine alates planeerimisest, hankest ja lepingust kuni garantii lõppemiseni.

About the Client

The Estonian Transport Administration (TRAM) is a government agency responsible for managing traffic on land, in the air, and on water. They ensure infrastructure maintenance and general safety. Their primary tasks include the construction and maintenance of state roads, management of the traffic register (vehicles and licenses), and supervision across all transport modes. Their goal is to provide a safe, convenient, and smart mobility environment for people and businesses.

Client Transpordiamet (TRAM)
Link to the project see here
Start of the project May 2025
End of the project May 2025
 
 
 
 
 
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Client brief

The Challenge: Harmonizing the Engines of Infrastructure

Managing a nation’s infrastructure is a massive financial and logistical puzzle. For the Estonian Transport Administration (TRAM), the challenge wasn’t just building roads—it was managing the thousands of procurements, contracts, and payment acts that make those roads possible.

Core Problem:

Manual and Fragmented Procurement Workflows. Before the Centralized Procurement solution (HTV), TRAM managed its complex procurement processes—particularly for the Road Maintenance Plan (Teehoiukava/THK)—through disparate systems and manual methods.

  • Lack of Visibility: Direct purchases were often handled via simplified applications in Delta or email, leading to poor data visibility for management.
  • The Digital Void: There was no unified tool to track the entire lifecycle of an object from planning to warranty expiry.
  • Financial Blind Spots: Workflows involving cost planning, forecast updates, and verification of planned vs. actual fulfillment were not automated, making oversight labor-intensive.
  • Innovation Barrier: The system failure slowed down the exchange of construction-related information and hindered preparations for BIM (Building Information Modeling) integration.
  • Manual Reporting: Creating reports for accounting or closing contracts in the Public Procurement Register (RHR) required manual data aggregation from multiple sources.

The Solution: A Digital Lifecycle Command Center

Wenture partnered with TRAM to design the HTV (Hanketöövahend)—a central procurement and financial tool designed to automate the entire lifecycle of an infrastructure project.

Key Technical Components:

  1. Unified Procurement Lifecycle Tracking: Tracks objects from initial planning through procurement and contracting to the final warranty expiry.
  2. Automated Cost & Forecast Management: Includes four types of cost lists (Estimated, Procurement, Offer, and Contractual) with automated monthly expenditure act (kuluakt) generation.
  3. Dynamic Price Adjustment Engine: Features an automated bitumen price correction module that adjusts contract values monthly based on market fluctuations published by TRAM.
  4. Multi-Channel Authentication: Integrated with TRAM SSO for internal users and the national TARA system (ID-card, Smart-ID) for external contractors.
  5. Automated Financial Reporting: Generates asset reports for accounting to register infrastructure as fixed assets in the national SAP system.

Tech Stack & Integrations:

The system is built to serve as a connected hub, pulling and pushing data to critical national systems:

  • Delta: Document management.
  • RHR: Public Procurement Register.
  • SAP: ERP system.
  • Business Register (Äriregister): Automated fetching of company data.

Methodology:

Built using service design principles, documented in Confluence, and prototyped in Figma.

Results & Impact: Efficiency at Scale

The TRAM HTV project has redefined how Estonia manages its “Teeraha” (road money). By replacing manual workflows with an automated reference chain, TRAM has achieved a centralized digital command center for infrastructure procurement.

Key Results:

  • 90% Scoped Coverage: The tool was designed to handle the complexity of the Road Maintenance Plan, which accounts for 90% of TRAM’s procurement volume.
  • Automated Compliance: Streamlined the legal requirement to report contract completion and changes (e.g., reserve usage, price changes) directly from the tool to the RHR.
  • Reduced Manual Entry: Automated the fetching of Estonian company data via the Business Register, eliminating manual input for domestic contractors.
  • Organizational Change: The project shifted TRAM from manual email-based tracking to an automated reference chain. It empowered both internal managers and external contractors to interact within a single system for submitting expenditure acts and tracking project health, significantly accelerating the financial closing process for major road works.

Future Plans

The work delivered—comprising detailed requirements, system architecture, and UI/UX design—serves as the blueprint for the software development phase. Furthermore, by digitizing these workflows, we have paved the way for the integration of BIM (Building Information Modeling), ensuring Estonian infrastructure management remains at the cutting edge of European standards.