Volkswagen Group Poland: Document circulation system development for greater operational efficiency.

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  • Client
    • Volkswagen Group Polska
  • Scope of work
    • Integration Architecture
    • System Integration
    • Software Development
  • Technologies
    • Java

Volkswagen Group Poland asked us to create a system which would automatize ordering products and services.

The solution we’ve implemented enables an efficient management of the demands reported by employees. The dedicated document circulation path we’ve designed takes into account the demand value, the category, and specification of goods/services, as well as related controlling and accounting data, such as the cost center.

The project entailed:

  • Integration with other functioning systems in a client’s architecture: Active Directory, HR structure, SAP.
  • Migration of the current system to the new platform, including its adaptation to the new process.
  • Proof of concept of a mobile application which enables acceptance of documents.

The challenge

Prior to the OBDOK2 project, Volkswagen Group Poland used a system for describing and accepting purchase invoices that failed to take into account the entire purchasing process. The major part of the process, including collecting the demands from employees, tendering, collecting offers, accepting orders and placing them with suppliers was handled manually outside the system, with the use of various types of documents exchanged by e-mail or in paper form.

The new system was intended to automate the process and provide an easy access to all documentation and to enable tracking of their statuses and the changes made by individual users. In order to design it, the interests of multiple stakeholders needed to be taken into account:

The OBDOK2 project required many changes to be carried out simultaneously in two areas:  the business one, related to the introduction of new processes, and IT connected with the implementation of the new system and its integration with the existing systems at VGP. Employees from many departments were involved from the early stage of the project which was crucial when the requirements for the new system were being collected.

Krzysztof Jeger – Head of IT Systems Integration and Maintenance Team, Volkswagen Group Poland

The solution

  1. The implementation of the system that provides:
  • personalized views to every stakeholder involved in the process, including the employees in charge of reporting a demands and accepting them, controllers, business developers, accounting officers, and board members.
  • optimization of the demands management process that increases the efficiency of the team responsible for purchases.
  • partly automatized handling of invoices for orders issued based on demands

2. Seamless integration of the OBDOK2 system into the current IT infrastructure at Volkswagen Group Poland, resulting in the creation of interfaces for exchanging data between the system and other systems used.

Outcomes

  • Standardisation and automation of the purchasing process and online access to the documents.
  • Introduction of the NO PO NO PAY principle for a given group of expenses.
  • The ability to manage authorizations to view individual types of documents and perform specific system actions.
  • Document circulation monitoring and improved supervision of the acceptance of expenses at the stage of demand reporting.
  • Document circulation monitoring and improved supervision of the acceptance of expenses at the stage of demand reporting.
  • Ensuring continuity of work thanks to the management of substitutes.

Currently, the system allows the entire company to operate and is actively used.

Krzysztof Jeger , Volkswagen Group Poland

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