DocuWare Case Studies Digital Transformation of Rotonda Group with DocuWare

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	Digital Transformation of Rotonda Group with DocuWare DocuWare

Digital Transformation of Rotonda Group with DocuWare

DocuWare

Technology Category	Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries	Renewable Energy
Applicable Functions	Human Resources
Services	Cloud Planning, Design & Implementation Services
Challenge	Before the introduction of the Document Management System (DMS), Rotonda Group was heavily reliant on paper-based processes and manual work. The company receives over 120,000 delivery bills annually, all of which were collected and sent to the headquarters once a month by courier. This led to considerable additional work and often resulted in delays and inconsistencies in invoice approval and storage. The administrative staff had to process a large number of documents at once, which was inefficient and time-consuming. As part of their digital transformation, Rotonda decided to implement a DMS to streamline these processes. Read More
About Customer	The Rotonda Group is a conglomerate of around 70 individual companies and employs over 500 people. The group operates over 100 casinos and betting halls in five Spanish regions under its best-known brands, Magna and Emotiva.net. Besides the entertainment industry, the company is also involved in renewable energies, agriculture, telecommunications, energy, and real estate. In recent years, the company has increasingly focused on digital transformation to automate a wide range of accounting and HR processes. Read More
Solution	Rotonda Group implemented DocuWare, a Document Management System (DMS), to automate many of their previously manual processes. All branches were equipped with their own scanners, and the digitized delivery bills were first transmitted to a cloud-based network folder, then indexed and stored by DocuWare. The company now mainly receives its 45,000 supplier invoices per year electronically. DocuWare monitors the company’s mailboxes and automatically archives new incoming invoices. If the documents contain a delivery reference, the solution even creates a link between the invoice and the delivery bill. This increases security in the subsequent approval process, as invoice items can be compared to actually delivered goods with a simple mouse click. In the human resources area, new employment contracts are signed only digitally thanks to DocuWare. In the first step, the new employee simply fills out a web-based form from home. The data is then automatically transferred to the administration software to create the employment contract. In the final step, DocuWare delivers the contract to be signed, to the new hire by e-mail – the digital signature is applied through an integrated signature service. Read More Log in to view content
Contents

Technology Category

Infrastructure as a Service (IaaS) - Cloud Computing

Applicable Industries

Renewable Energy

Applicable Functions

Human Resources

Services

Cloud Planning, Design & Implementation Services

Challenge

Before the introduction of the Document Management System (DMS), Rotonda Group was heavily reliant on paper-based processes and manual work. The company receives over 120,000 delivery bills annually, all of which were collected and sent to the headquarters once a month by courier. This led to considerable additional work and often resulted in delays and inconsistencies in invoice approval and storage. The administrative staff had to process a large number of documents at once, which was inefficient and time-consuming. As part of their digital transformation, Rotonda decided to implement a DMS to streamline these processes.

About Customer

The Rotonda Group is a conglomerate of around 70 individual companies and employs over 500 people. The group operates over 100 casinos and betting halls in five Spanish regions under its best-known brands, Magna and Emotiva.net. Besides the entertainment industry, the company is also involved in renewable energies, agriculture, telecommunications, energy, and real estate. In recent years, the company has increasingly focused on digital transformation to automate a wide range of accounting and HR processes.

Solution

Rotonda Group implemented DocuWare, a Document Management System (DMS), to automate many of their previously manual processes. All branches were equipped with their own scanners, and the digitized delivery bills were first transmitted to a cloud-based network folder, then indexed and stored by DocuWare. The company now mainly receives its 45,000 supplier invoices per year electronically. DocuWare monitors the company’s mailboxes and automatically archives new incoming invoices. If the documents contain a delivery reference, the solution even creates a link between the invoice and the delivery bill. This increases security in the subsequent approval process, as invoice items can be compared to actually delivered goods with a simple mouse click. In the human resources area, new employment contracts are signed only digitally thanks to DocuWare. In the first step, the new employee simply fills out a web-based form from home. The data is then automatically transferred to the administration software to create the employment contract. In the final step, DocuWare delivers the contract to be signed, to the new hire by e-mail – the digital signature is applied through an integrated signature service.

Impact #1	The newly introduced cloud solution automates many of the tasks that used to be performed manually.
Impact #2	For a lot of employees, DocuWare has therefore become an indispensable partner in their daily work.
Impact #3	In addition, the DMS increases the potential for new hires as the company is growing steadily.

Impact #1

The newly introduced cloud solution automates many of the tasks that used to be performed manually.

Impact #2

For a lot of employees, DocuWare has therefore become an indispensable partner in their daily work.

Impact #3

In addition, the DMS increases the potential for new hires as the company is growing steadily.

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Overview

Digital Transformation of Rotonda Group with DocuWare

Operational Impact