Background
- The financial operations of a Swiss regional authority relied heavily on manual, paper-based processes for managing their accounts payable. Despite using the specialised application Xamos
Main for key operations, the approval process for invoices lacked automation and efficiency. Manual invoice routing and approval steps resulted in delays, errors, and a lack of transparency. As
the organisation prepared to digitise its workflows, it became crucial to streamline and automate the Kreditorenworkflow (accounts payable process) to meet the growing complexity and volume of
invoices.
Solution
- To address these challenges, the decision was made to migrate the accounts payable process to SAP, specifically leveraging the SAP Fiori platform for its user-friendly interface. The existing
system, Xamos Main, remained the central platform for opening and managing master data, while the new SAP VIM (Vendor Invoice Management) solution allowed for the efficient routing, approval, and
processing of invoices. Key employees were provided with comprehensive training, and a support structure was established, including superusers and dedicated module experts, to ensure smooth
transition and operational continuity. Integration between Xamos Main and SAP was optimised to ensure seamless data flow, and digital approval steps replaced the manual processes.
Results
- The transition to SAP Fiori for the Kreditorenworkflow resulted in significant improvements in process efficiency and accuracy. The time to approve invoices was reduced by 40%, and the
automated approval routing eliminated many manual errors. The new system provided better transparency and tracking, enabling GEVI to meet the stringent requirements set by ASTRA (Bundesamt für
Strassen). By maintaining Xamos Main as the central platform for master data, GEVI ensured consistency across systems, while the SAP integration enabled the streamlined processing of accounts
payable. This digital transformation has laid the groundwork for further process optimisation in the future.
Method used: Study Hermes 2022
Background
-
A public works department was facing challenges in managing its vehicle and equipment maintenance processes. The department relied heavily on manual
methods, including paper-based workflows and spreadsheets, to track maintenance schedules, submit service requests, and manage safety documentation. These methods led to administrative
burdens, miscommunication, and missed maintenance deadlines. Additionally, the team lacked a unified overview of the operational status of over 500 vehicles and devices, making it difficult
to meet compliance and safety requirements.
Solution
-
To address these challenges, the department implemented a comprehensive digital solution, as part of a pilot project in one of its regional units. This
platform provided a central system for managing maintenance and repair tasks, from generating work orders to organising documentation and service records. Key functionalities included
automatic scheduling of maintenance activities, real-time tracking of work orders, and integration with mobile devices to enable staff to access the system remotely.
- One standout feature, the QR-code scanning tool, allowed staff to quickly log maintenance activities and track material usage, minimising paperwork and manual data entry. The system was
designed to integrate seamlessly into the department’s existing infrastructure, allowing for an easy transition.
Results
-
The implementation of the Werkstatt-Modul led to immediate improvements in operational efficiency. The administrative burden associated with maintenance
operations was reduced by more than 50%, as tasks that were previously handled manually were now automated.
- Additionally, missed maintenance appointments were greatly reduced due to the system’s automatic scheduling and reminder functionality. The platform provided greater transparency, allowing
the department to monitor the entire lifecycle of its vehicles and equipment and ensuring compliance with safety and regulatory standards.
Method used: Study Hermes 2022