Document circulation system in Volkswagen Group Poland

vgp_system_obiegu_dokumentow_w_vgp_case_study
  • Client
    • Volkswagen Group Polska
  • Scope of work
    • Integration Architecture
    • System Integration
    • Software Development
  • Technologies
    • Java

The aim of our implementation was to create a system which would automatise the process of ordering the products and services by Volkswagen Group Poland.

The implemented solution allows for efficient management of demands, reported to me by employees, and their processing by responsible persons. In order to do that, we created a dedicated document circulation path which takes into account the demand value, the category, and specification of goods/services, as well as related controlling and accounting data, such as the cost center.

In short

  • The aim of our implementation was to create a system which would automatise the process of ordering the products and services by Volkswagen Group Poland. The implemented solution allows for efficient management of demands, reported to me by employees, and their processing by responsible persons. In order to do that, we created a dedicated document circulation path which takes into account the demand value, the category, and specification of goods/services, as well as related controlling and accounting data, such as the cost centre.
  • Integration with other functioning systems in a client’s architecture: Active Directory, HR structure, SAP.
  • Migration of the current system to the new platform, including its adaptation to the new process.
  • Proof of Concept of a mobile application which enables acceptance of documents.
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Project and implementation of the document circulation system

Prior to the OBDOK2 project, Volkswagen Group Poland used a system for describing and accepting purchase invoices; however, it did not take into account the entire purchasing process. The major part of the process, including gathering the demands from employees, tendering, collecting offers, accepting orders and placing them with suppliers was handled manually outside the system, with the use of various types of documents exchanged by e-mail or in paper form.

The new system was intended to automate the process and provide easy access to all generated documents and the ability to track their status and changes made by individual users.

“The OBDOK2 project required many changes to be carried out simultaneously in two areas, i.e. the business one, related to the introduction of new processes, and IT connected with the implementation of the new system and its integration with the existing systems at VGP. Employees from many departments were involved from the early stage of the project which was crucial when the requirements for the new system were being collected.

Currently, the system allows the entire company to operate and is actively used, as can be evidenced by the number of documents created since its release – 60,000 invoices, 2,800 needs and 2,400 orders.”

Krzysztof Jeger – Head of IT Systems Integration and Maintenance Team, Volkswagen Group Poland

 

The system provides personalised views to all individuals and entities involved in the process, including the persons who report a demand and accept it, controllers, sales, accounting, and board members. The forms that were created partly transfer the workload related to the clarification of a demand to the ordering party which helps increase the efficiency of the team responsible for purchases. The process of describing invoices issued for orders, based on reported demands, is also largely automated.

The OBDOK2 system has been integrated into the current IT infrastructure at Volkswagen Group Poland, resulting in the creation of interfaces for exchanging data between the system and other systems used.

  • demand – Demand for goods (services) is reported by an applicant through the form; any VGP may be the applicant. Depending on the value of a demand, it is approved in the organisation. The verifier can accept the demand without adding comments or send it back with a note. An approved demand is sent to the controlling and purchases department where it is made into an order for the supplier

Outcomes

  • Standardisation and automation of the purchasing process and online access to the documents.
  • Introduction of the NO PO NO PAY principle for a given group of expenses.
  • The ability to manage authorisations to view individual types of documents and perform specific system actions.
  • Document circulation monitoring and improved supervision of the acceptance of expenses at the stage of demand reporting.
  • Document circulation monitoring and improved supervision of the acceptance of expenses at the stage of demand reporting.
  • Ensuring continuity of work thanks to the management of substitutes.

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