34 “We are not the cheapest provider, but we always prove our worth with high quality and well though-out concepts,” says Georg Hermann who is responsible for the company’s digital development . High profile corporations are among their longest-standing customers, some of which have special demands because of cleanrooms that form part of their production facilities. Comprehensive cleaning in hospitals and retirement homes is a further specialty of this family-owned business. In 2019, Georg Hermann joined the company to fill a newly created staff position – with the clear objective of advancing their digitization efforts . Since they did not have a DMS at this point, many documents such as orders were archived and managed decentrally at twelve locations. Together with his project team, Georg Hermann started his quest for a DMS that would make daily work processes more transparent and much more ef f icient . They chose DocuWare because it was a proven, mature system with a strong workflow engine and offered alongside the consulting expertise of the Authorized DocuWare Partner ikt Gromnitza . All prerequisites for their on-site installation were in place on the hardware side along with a SQL server. Digitally manage decentralized processes By Friedrich Koopmann, Freelancer gepe Peterhoff, with headquarters and branches throughout Germany, can look back on more than 60 years of company history. The company generates a total of around 140 million euros with building management services, including cleaning, maintenance, security and catering. By introducing a DMS the building management company has structured and automated core business processes. For this company and its over 7,000 employees, this is an important step for working in a decentralized, ultra-efficient manner – securing the company’s future. Paper invoices cut down to 10 percent At around week ten of the project in 2020 a electronic invoice processing system was introduced. Invoices received by post are given a QR code, then scanned and stored in a DocuWare tray. Incoming email invoices are also transferred to this tray via Connect to Outlook . Today only 10 percent of the invoices now arrive on paper. If approval cannot be carried out in their central invoice control, invoices are then forwarded to the departments for further examination. This process has accelerated things enormously, particularly for invoices that need an extra look. Fully automated invoice processing Virtually complete automation has been achieved for processing invoices from one of their largest suppliers, that generates over 30 percent of their total invoice volume. Together with the system house, a special invoice design was developed in which the corresponding cost center is already listed in the accounting department at gepe for each item. In addition, the invoices are issued separately for each G/L account, so that the posting proposals only have to be collected and sorted in the accounting department. Indispensable tool in personnel management An important area is the HR file cabinet , which is used intensively by the 15-person HR department. DocuWare’s sophisticated authorization concept has impressed in this arena. For example, vaccination records are managed alongside personnel files in compliance with data protection regulations. This is especially important for cleaning staff who work in daycare centers and schools. “When ‘springers’ are used, we need to know whether they have the required measles vaccination. We can create control lists that show for each cost center whether vaccinations are missing,” explains Georg Hermann. Sick leaves are also recorded via DocuWare . At the individual locations, these can be scanned decentrally via multifunction printers and are then available to HR managers . For a service company that has to manage widely fluctuating personnel, the DMS has become an indispensable tool for every day. Georg Hermann, Head of Digital Development, has significantly simplified their accounting and HR processes. Share Images: © DocuWare GmbH DocuWare GmbH https://start.docuware.com
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