DocuWare Case Studies SAMSON AG: For more flexibility and customer proximity

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	SAMSON AG: For more flexibility and customer proximity DocuWare

SAMSON AG: For more flexibility and customer proximity

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Technology Category	Analytics & Modeling - Process Analytics Application Infrastructure & Middleware - Data Exchange & Integration
Applicable Industries	Equipment & Machinery
Applicable Functions	Business Operation Sales & Marketing
Use Cases	Process Control & Optimization Supply Chain Visibility
Services	Software Design & Engineering Services System Integration
Challenge	SAMSON AG, a German company specializing in instrumentation and control systems, was facing challenges with its paper-based document management system. The company was generating around 15,000 documents daily in the sales department alone, all of which had to be printed and filed. The central paper filing system was kept in several basement storerooms, and outdated documents were regularly boxed up and stored elsewhere. This led to a lot of work, especially when looking for documents. If one of the sales offices needed information about a transaction, documentation was even sent back and forth through the mail. There was no way to guarantee that the files they received were up-to-date and complete. Read More
About Customer	SAMSON AG is a German company that specializes in heating, air conditioning, and ventilation systems, particularly for large-scale projects for chemical companies like BASF and DEGUSSA. The company develops, manufactures, and markets devices and systems for a wide variety of instrumentation and control systems that are used in industry, heating/air conditioning systems, and process engineering. With an international workforce of 1,500 employees, SAMSON AG prides itself on its customer proximity and flexibility, paired with specialized engineering know-how and efficient production methods. These qualities have allowed the company to enjoy nearly 100 years of success manufacturing custom instrumentation and control systems. Read More
Solution	SAMSON AG implemented DocuWare along with a new ERP system, IFS applications, into its sales department. This led to several internal organizational changes. Now all the documents generated in sales are only printed out once as an original for the customer. At the same time, they are immediately stored in the central document pool. This has enabled the company to reduce its enormous paper consumption by 75 percent in a very short time. The software was easily integrated into the IFS applications ERP system, and staff can now access the central document pool directly from the accounting program. The same is true for the regional offices, which are linked to the network through a VPN connection. All documents produced by the ERP application are archived automatically. Incoming documents from customers and suppliers, such as invoices and order confirmations, are given a barcode, scanned, and also transferred to the document pool. Read More Log in to view content
Contents

Technology Category

Analytics & Modeling - Process Analytics

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Equipment & Machinery

Applicable Functions

Business Operation

Sales & Marketing

Use Cases

Process Control & Optimization

Supply Chain Visibility

Services

Software Design & Engineering Services

System Integration

Challenge

SAMSON AG, a German company specializing in instrumentation and control systems, was facing challenges with its paper-based document management system. The company was generating around 15,000 documents daily in the sales department alone, all of which had to be printed and filed. The central paper filing system was kept in several basement storerooms, and outdated documents were regularly boxed up and stored elsewhere. This led to a lot of work, especially when looking for documents. If one of the sales offices needed information about a transaction, documentation was even sent back and forth through the mail. There was no way to guarantee that the files they received were up-to-date and complete.

About Customer

SAMSON AG is a German company that specializes in heating, air conditioning, and ventilation systems, particularly for large-scale projects for chemical companies like BASF and DEGUSSA. The company develops, manufactures, and markets devices and systems for a wide variety of instrumentation and control systems that are used in industry, heating/air conditioning systems, and process engineering. With an international workforce of 1,500 employees, SAMSON AG prides itself on its customer proximity and flexibility, paired with specialized engineering know-how and efficient production methods. These qualities have allowed the company to enjoy nearly 100 years of success manufacturing custom instrumentation and control systems.

Solution

SAMSON AG implemented DocuWare along with a new ERP system, IFS applications, into its sales department. This led to several internal organizational changes. Now all the documents generated in sales are only printed out once as an original for the customer. At the same time, they are immediately stored in the central document pool. This has enabled the company to reduce its enormous paper consumption by 75 percent in a very short time. The software was easily integrated into the IFS applications ERP system, and staff can now access the central document pool directly from the accounting program. The same is true for the regional offices, which are linked to the network through a VPN connection. All documents produced by the ERP application are archived automatically. Incoming documents from customers and suppliers, such as invoices and order confirmations, are given a barcode, scanned, and also transferred to the document pool.

Impact #1	Reduced paper consumption by 75 percent in a very short time.
Impact #2	Enabled rapid access to current information and a high level of availability for all documents.
Impact #3	Improved the quality of cross-departmental operation.

Impact #1

Reduced paper consumption by 75 percent in a very short time.

Impact #2

Enabled rapid access to current information and a high level of availability for all documents.

Impact #3

Improved the quality of cross-departmental operation.

Benefit #1	Reduced paper consumption from up to 15,000 sheets of paper to less than 4,000 per day.
Benefit #2	Around 150,000 documents are archived electronically every month, amounting to some 9 gigabytes of stored data.

Benefit #1

Reduced paper consumption from up to 15,000 sheets of paper to less than 4,000 per day.

Benefit #2

Around 150,000 documents are archived electronically every month, amounting to some 9 gigabytes of stored data.

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Overview

SAMSON AG: For more flexibility and customer proximity

Operational Impact

Quantitative Benefit