Overview

Stronger through digital information management

Mapal relies on digital files for sales and purchasing

MAPAL Fabrik für Präzisionswerkzeuge Dr. Kress KG successfully established digital files for sales and purchasing processes – by using the ECM suite top xRM. The move away from paper-based file archives enabled MAPAL to implement electronic workflows that ensure greater transparency and efficiency worldwide.

In order to withstand the extreme forces, vibrations and temperatures in combustion engines without damage, particularly resistant metal alloys are used for engine blocks. The tools used to machine the engine blocks must be correspondingly robust and stable, while also working precisely.

MAPAL has specialized in such machining operations and processes, among other things. Headquartered in Aalen, the company develops and produces tools for international customers from the automotive and aerospace industries as well as the mechanical and plant engineering sector. “Our customers often need complex tools for several related machining steps,” says Stephan Bommersbach, the project manager responsible for Master Data Management. For example, extremely low-vibration drilling tools are required, which also work with large diameters to an accuracy of a few micrometers. Such technically advanced custom-made products are one of the core competencies of the family-run company, which was founded in 1950.

Well documented – in the archive

Technical knowledge is not only crucial in development and production at MAPAL. The sales staff must also have a precise understanding of the challenges faced by customers in order to work out suitable solutions with them. The documentation of individual requirements, quotations and contracts was correspondingly time-consuming. Until a few years ago, for example, the extensive e-mail correspondence with customers – including technical drawings and other attachments – was printed out and filed in a folder. Each sales employee developed their own filing system for both their PC and the printouts. When the contract was signed, the contents of the folders were then transferred to a central archive. The procedures in purchasing were similar. In this way, the archive grew steadily over the years.

Lack of traceability

As structured as the central archive was, it naturally kept the processes intransparent. Managing documents and searching for customer or project information was time-consuming – and those responsible were increasingly dissatisfied with the situation: “The system worked. But too much time was simply being lost that would have been better spent talking to customers, for example,” recalls project manager Bommersbach. On top of that, the archive was slowly reaching its capacity limits. The impetus to control and manage processes digitally came in 2012. Stephan Bommersbach: “Apart from a few documents generated in the SAP system, there were hardly any digitally documented business transactions. Now we wanted to take a comprehensive approach to digitization.”

Digitization as an overall project

As MAPAL has been relying on SAP ERP for a long time, Bommersbach initially set up SAP Folders Management in a test environment: “A lot of things were well thought out here. But we were missing essential functions – such as the integration of Office programs. We also had specific ideas about usability.” So the search was on for third-party providers. The list of requirements was long: it should be possible to exchange documents with Windows, Office programs or the CAD software used via drag & drop. All documents should be able to be logically linked to projects, customers or suppliers within the solution. Processes should be transparent at a glance, regardless of whether they are accessed via the order, customer or invoice number. And ideally, all of this should be integrated seamlessly into the SAP technology. In the end, three providers were invited to give a presentation. Top flow scored highly with its ECM suite top xRM. “We were impressed by how easily, for example, complete sales processes could be mapped via the respective files. All associated objects were immediately accessible. In addition, the user guidance was remarkably clear and appealing,” says Stephan Bommersbach. Some special requirements were not initially planned – for example, the integration of e-mails from IBM Notes. “But top flow gave us a lot of freedom to implement our own ideas and functions in top xRM at a later date.” Those responsible at MAPAL were convinced by the concept and opted for digital business processes with top flow at the end of 2012.

Project start and implementation

At the beginning of 2013, the project team set up a test system with a customized version of top xRM. Everything was available: Sales and customer files, purchasing and supplier files – including item-related electronic workflows and approvals.

Connected to SAP ERP, users were able to run through their digital sales and purchasing processes and test workflows using real data and processes. Experts from top flow supported the IT department both on site and remotely. Together, they developed and implemented specific functions and adapted the interface to MAPAL’s needs.

“The unbureaucratic approach with top flow was very helpful for us,” says Stephan Bommersbach. “We had a central contact person who pulled all the strings together. He answered questions immediately and quickly provided us with new functions for testing.” Parallel to the implementation, selected key users were trained, followed by the first clerks. However, this did not happen without persuasion. “This was mainly due to the fact that we didn’t digitize our old documents and integrate them into the system – so there were two parallel processes,” says project manager Bommersbach. But the reservations disappeared as soon as the colleagues were familiarized with the system: “The strengths of the simple operation quickly became apparent. My colleagues were able to concentrate on the advantages: the transparency of the current status of projects, for example, or the simple document search.”

“Around 1,000 colleagues at MAPAL worldwide work with
top xRM – and new ones are joining them all the time. For all of them, the performance of the ECM solution and its intuitive, appealing user interface have made it easy to get started with digital processes.”

Stephan Bommersbach, Project Manager in Master Data Management at MAPAL

A digital view of the bigger picture

MAPAL sees the accelerated processes as a great benefit. But top xRM has also improved the quality of collaboration: For example, sales employees and technicians can now access all process information relevant to them and the SAP objects involved across all locations. Stephan Bommersbach: “The linked information gives employees a better overview of the processes and a greater understanding of company-wide interrelationships. This also helps in discussions with customers.” Another major advantage is the smooth rollout of the solution to other branches. Within two years, MAPAL implemented top xRM in 20 locations worldwide – completely on its own. The IT department found the ABAP programming language used for top xRM very convenient. It is the central language for all SAP developers and enables in-depth customization in top xRM. According to Bommersbach, the investment in top xRM has paid off in full thanks to lower printing and archiving costs as well as a rapid acceleration of processes.

Success Story top xRM – MAPAL Fabrik für Präzisionswerkzeuge Dr. Kress KG



Share:

Facebook

XING

LinkedIn

---

Overview