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Success Story: Schwarte Haustechnik
Integration instead of isolated solutions!
DOCUframe® replaces Tobit David V8 and CAS genesisWORLD.
Renewable energy – without the mountain of paper
Active environmental protection is the concern and task range of Schwarte Haustechnick GmbH from Hüven in Emsland. As a specialist in renewable energy, the enterprise consistently strives toward economical business management and alternative energy sources. The fact that existing resources can be used more effectively during daily operations has now been proved by Schwarte Haustechnik with the introduction of efficient and complete administrative software.
Starting point and outline of objectives
The medium-sized enterprise with 25 staff offers comprehensive service and the most modern technologies for heating, electrics and plumbing. Particularly in the area of bio-energy, their service spectrum offers numerous possibilities for alternative energy production. Under their motto, “preserve resources – use new energy sources” was included the in-house project to use new ways in order to arrange the daily operations more effectively and profitably for the customer. The goal was to substitute the costly paper-based business processes with electronic ones and to optimise them even further within the enterprise.
Concept
It became clear very quickly that this goal could only be achieved through the consistent replacement or connection of the existing isolated IT solutions.
The task in detail
Integration of existing isolated solutions:For ERP management, Schwarte uses the trade solution V.1 from Streit for heating, plumbing and air conditioning. Here an interface was established in order to transfer all the master data (customer, supplier, account manager) to DOCUframe®. Projects are indicated as electronic project files in V.1. Documents and invoices are attached to the appropriate electronic file directly and subsequently archived.
Electronic document handling:
Just as with the outgoing, the incoming invoices are recognised automatically, attached and archived. In addition, a central inbox was established in DOCUframe® that provides the subsequent electronic handling, allocation according to content and electronic transfer of the received documents to the correct staff person.
Central communication platform:
For faxes and e-mails, they previously used the Tobit DavidV8 program. Since DOCUframe® contains all these necessary functionalities by default, and took over additional tasks like archiving, the program was replaced.
CRM integration and marketing optimisation:
As a CRM solution, CAS® genesisWORLD was used. Here too, DOCUframe® already had all the necessary functions and thus replaced the previous system. As a bonus, the organisation of the field service and assembly team was simplified and optimised through the integrated (group) appointment calendar.
Project course
Managing Director Markus Schwarte searched the internet for a comprehensive solution for all the processes of his enterprise and soon came across DOCUframe. His request for information was received on the 13th of August 2006 by yourIT, a GSD Software partner. Already on the 22nd of August, Mr. Schwarte got more information through an on-line presentation with Thomas Ströbele, Managing Director of yourIT oHG in Hechingen. Convinced, Mr. Schwarte took him up on a 30 day trial offer which was installed on the 5th of September. It took only eight hours for the DOCUframe® installation on a Windows 2000/2003 server provided by the customer; the delivery database was integrated, clients were installed on two work stations, two demo users were set up as users and a key user was created as well as two e-mail accounts and the fax connection were installed. In addition, staff members were given a comprehensive briefing.As Markus Schwarte appreciatively remarks, this was the only visit from yourIT locally: “with approximately 700 km of distance between us, the travel costs would have quickly broken our budget otherwise.” Advanced remote maintenance allows problem-free access and support for the customer systems.
After a successful trial, the order of the whole system required a new license key. The existing V.1 ERP system was tied in and the pile-scan module was installed by the GSD Software partner, Tangram IT-West.
“Thanks to the experience and reliability of all involved, the project was finished successfully after only four days of work”, Schwarte praised.
In closing
The conclusion of the managing director is wholly positive: DOCUframe®, in conjunction with the know-how of yourIT and the modules of other GSD Software partners, has reached such a high market-readiness that even small, medium-sized enterprises can afford the luxury of this complete solution. “In most cases, people save money in the wrong places” says Markus Schwarte. “Isolated solutions create very high costs because of the different interfaces and by the repetitive entry and maintenance of master data.” With Schwarte Haustechnik, we are glad to go the right way with GSD Software.
GSD Software mbH
Ludwigsstädter Str. 95 + 97
96342 Stockheim / Neukenroth
Germany
Fon: +49 (0) 9265 / 955 - 0
Fax: +49 (0) 9265 / 955 - 50 00
E-Mail: info@gsd-software.com
www: http://www.gsd-software.com
yourIT OHG
Neustraße 12
72379 Hechingen
Germany
Fon: +49 (0) 7471 / 93010 - 0
Fax: +49 (0) 7471 / 93010-15
E-Mail: info@yourit.de
www: http://www.yourit.de
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