DocuWare Case Studies HB Munters Group Enhances Efficiency with DocuWare

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	HB Munters Group Enhances Efficiency with DocuWare DocuWare

HB Munters Group Enhances Efficiency with DocuWare

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Functions	Business Operation
Use Cases	Inventory Management Supply Chain Visibility
Services	System Integration
Challenge	HB Munters Group, an international company specializing in systems for temperature, humidity, and climate control, was facing a challenge with their document management. They had run out of storage space for their paper documents and were having difficulty locating individual documents. To address this, they began digitizing all of their order documents over twenty years ago. This initially provided some relief, freeing up office space and providing employees with access to important documents. However, hundreds of documents had to be manually indexed every month for later retrieval, a process that was time-consuming and inefficient. In 2009, they decided to enhance their ERP system and revisit their use of the document pool and DMS. Read More
About Customer	HB Munters Group is an internationally operating company that specializes in creating systems for temperature, humidity, and climate control. The company focuses on custom solutions, designing everything from large scale air conditioning systems to state-of-the-art dehumidification systems to systems with operating ranges below minus 70 degrees Celsius. The company has been using DocuWare since 1999 and has since expanded the solution from a pure archive solution to a fully integrated document management system. The company operates on a global scale and has a significant presence in the manufacturing industry. Read More
Solution	The solution to HB Munters Group's challenge was to fully utilize the capabilities of their existing DocuWare system. They began by changing their general order processing, which includes several release steps and a variety of documents. These processes are now controlled completely digitally. After an order is received and checked, a corresponding data record is created in the ERP system, which virtually prints and places the order document into the electronic file cabinet. DocuWare then takes over the fully automatic indexing of the documents. Orders are then forwarded via workflow to the Purchasing department, where employees release documents with digital stamps and initiate the purchase orders. These are also stored in the central document pool. After receipt of the goods is logged, the order is forwarded to the Logistics department. The system automatically adds shipping documents to the corresponding purchase order. Finally, the Accounting department checks all related incoming A/P invoices against the digitally available order documents and initiates payment. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Functions

Business Operation

Use Cases

Inventory Management

Supply Chain Visibility

Services

System Integration

Challenge

HB Munters Group, an international company specializing in systems for temperature, humidity, and climate control, was facing a challenge with their document management. They had run out of storage space for their paper documents and were having difficulty locating individual documents. To address this, they began digitizing all of their order documents over twenty years ago. This initially provided some relief, freeing up office space and providing employees with access to important documents. However, hundreds of documents had to be manually indexed every month for later retrieval, a process that was time-consuming and inefficient. In 2009, they decided to enhance their ERP system and revisit their use of the document pool and DMS.

About Customer

HB Munters Group is an internationally operating company that specializes in creating systems for temperature, humidity, and climate control. The company focuses on custom solutions, designing everything from large scale air conditioning systems to state-of-the-art dehumidification systems to systems with operating ranges below minus 70 degrees Celsius. The company has been using DocuWare since 1999 and has since expanded the solution from a pure archive solution to a fully integrated document management system. The company operates on a global scale and has a significant presence in the manufacturing industry.

Solution

The solution to HB Munters Group's challenge was to fully utilize the capabilities of their existing DocuWare system. They began by changing their general order processing, which includes several release steps and a variety of documents. These processes are now controlled completely digitally. After an order is received and checked, a corresponding data record is created in the ERP system, which virtually prints and places the order document into the electronic file cabinet. DocuWare then takes over the fully automatic indexing of the documents. Orders are then forwarded via workflow to the Purchasing department, where employees release documents with digital stamps and initiate the purchase orders. These are also stored in the central document pool. After receipt of the goods is logged, the order is forwarded to the Logistics department. The system automatically adds shipping documents to the corresponding purchase order. Finally, the Accounting department checks all related incoming A/P invoices against the digitally available order documents and initiates payment.

Impact #1	Related documents like purchase orders, invoices, and shipping documents are now available to employees at the touch of a button, improving customer service quality and saving the company loads of time.
Impact #2	Approval processes are also much faster: Documents are no longer lost on their way through departments, but are available to all employees involved immediately.
Impact #3	Transparency has also been greatly improved. Since only authorized users can set digital stamps, illegal approvals are prevented and quality guidelines are automatically adhered to.

Impact #1

Related documents like purchase orders, invoices, and shipping documents are now available to employees at the touch of a button, improving customer service quality and saving the company loads of time.

Impact #2

Approval processes are also much faster: Documents are no longer lost on their way through departments, but are available to all employees involved immediately.

Impact #3

Transparency has also been greatly improved. Since only authorized users can set digital stamps, illegal approvals are prevented and quality guidelines are automatically adhered to.

Benefit #1	About 2,500 sheets of paper are processed fully automatically every month.

Benefit #1

About 2,500 sheets of paper are processed fully automatically every month.

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Overview

HB Munters Group Enhances Efficiency with DocuWare

Operational Impact

Quantitative Benefit