Client
Schwan Cosmetics
Challenges:
- Numerous documents were created outside of SAP and must be integrated in the processes manually.
- Too many different storage locations and applications increase the effort required for maintenance and upkeep, complicate the retrieval of documents, delay processes,and jeopardize legal security.
Solutions:
- OpenText Extended ECM for SAP® Solutions
- OpenText Email Management for Microsoft Exchange
- Consolidating all storage locations into a single repository reduces effort and costs in IT.
- Global access of information in the business context accelerates the search and improves the quality of information retrieval.
- Audit-proof and rule-based storage and archiving guarantee legal security.
Files save time and increase customer satisfaction
“We are the world’s leading private-label producer of cosmetic pencils and products. All our products are custom-made for each client, offering a wide variety of options. We work on complex project documentation, have extensive e-mail correspondence with customers and exchange not only documents, but also images, presentations and complex price and parts lists, as well as contracts with our buyers”, explains Alexander Breiter, Team Leader Sales, Finance and Controlling at Schwan Cosmetics. Although SAP is the leading system, two thirds of employees at Schwan Cosmetics typically create documents with Microsoft Office. “In the past this led to a proliferation of binder structures in Explorer and Outlook, redundant storage,unclear areas of responsibility, long search times and uncertainties about which file versions are current”, continues Alexander Breiter.
Consolidation sinks the effort and costs – constantly
The maintenance and development effort of the used systems always gets bigger. "We had far too many file servers and web applications for information access," says Frank Bauer, CIO at Schwan Cosmetics. “That showed that we needed a company-wide platform, that was so deeply integrated with SAP, that the documents were notjust centrally maintained, but also made available at the right place in the business process.” This is how SAP master data should be automatically transferred. Furthermore, the authorization structures from SAP needed to be applied to clarify responsibilities and accountabilities. Ultimately, the solution should be integrated not only with SAP but also with Microsoft Office to eliminate media disruptions. Through the consultancy of OpenText partner Doctra, Schwan Cosmetics found a solution in OpenText Extended ECM for SAP Solutions. “Since the implementation of the OpenText solution, public folders and team drives have been significantly reduced and several web applications have been decommissioned. Additionally, the entire sales process has been fully mapped within ‘one’ IT system, and access for all user groups has been ensured according to their respective requirements and preferences”, comments Tobias Müller, managing director at Doctra.. “During the project, we were supported by Doctra with additional OpenText expertise and best practice approaches, enabling us to manage and maintain the solution ourselves. This saves time and costs”, added Steffen Eckstein who’s responsible for IT Inhouse Consultant for the ECM-suite.
“Now, we are optimally equipped for the compliance requirements of the future.”
Frank Bauer - CIO at Schwan Cosmetic
Process-oriented customer file reduce work effort and accelerates processes
In the OpenText file for Schwan Cosmetics, customers are assigned to sales regions. The folder structure reflects the SAP-process steps, so that documents are always organized into the correct place and are readily available. As a result, in the future, for example, service employees working with SAP will be able to access the correct subfolder in the customer file directly from the SAP interface. This allows them to retrieve a picture of a damaged cosmetic pencil related to a complaint, which was previously received by email from the sales representative. Conversely, colleagues in sales can directly access order confirmations and invoices generated in SAP within the file. Production staff will also benefit from the process-oriented filing in the customer file and will be able to immediately view the order when inquiries about a production order arise. Finally, the accounting department will refer to information from customer correspondence or quotes created outside of SAP to resolve any discrepancies during invoice verification. “Although we have only implemented one file based on the OpenText platform, soon nearly all departments will have access to it.”, emphasizes Alexander Breiter. “Duplicate work and follow-up inquiries will become a thing of the past.“
The platform ensures legal certainty and scalability
With the OpenText-solution Schwan Cosmetics has introduced not just a customer file, but a comprehensive platform for the integration of content and processes. Subsequent projects can be implemented with much less effort as a result. “By the end of this year we will implement supplier and product files. Then we will have around 400 users worldwide”, predicted Frank Bauer. “This means we are also well prepared for future compliance requirements. This is because the new EU cosmetics regulation, which includes requirements for documenting the content used, will come into effect in 2013. However, Schwan Cosmetics also aims to leverage the expansion possibilities of OpenText Extended ECM in terms of collaboration and social media in the future.
