Starting point

The leaders of Stadtwerke Schwäbisch Gemünd gave their departments the strategic goal of creating a paper- free future and thereby digitizing processes and documents. Special emphasis was placed on document- centric processes that involve multiple departments. The documents in these processes were originally compiled and exchanged according to organizational agreements and the file server structure. In daily work, however, this proved difficult to implement — especially when it came to cross- departmental processes. Furthermore, a lot of information was still only on paper. This made documents hard to access. Many duplicates were circulating among employees from various departments and areas to give them quick information access. For these reasons, the company wanted to launch ECM to create a modern electronic system with an audit-proof archive to manage departmental eRecords and workflows that represent processes — all to support daily work and optimize procedures.

Why SER

• The holistic, modular and successively extendible solution Doxis4; positive references from the
  utility sector and from other public utilities
• For many years now, SER has been a successful, established German vendor and direct provider;
  the motivation and commitment of the involved project members; the local support

Solutions

Archive, DMS, workflow, contract management, eRecords (mains supply record, contract record, fleet
record, applicant record)

Integration

SAP

Document volume

2.067 eRecords and 70.312 documents

Users

In the final stage, approx. 110 users (i.e. all of administration)

Implementation

• January 2016: Launch of ECM with scanning solution for accounting
• April 2016: Electronic contract management, order document archiving
• June/July 2016: Introduction of eRecords (mains supply records, applicant records, fleet records)
• Next steps: Archiving outbound invoices, incl. migrating documents from the legacy archive;
  personnel records in individual tenants, integrated with SAP

Benefit

• Standardized platform to create individual solutions
• Possibility of successively integrating processes and data
• Increased transparency and standardization, especially of regulated processes
• Centralized data pool