Digital Transformation of Rotonda Group with DocuWare
Customer Company Size
Mid-size Company
Region
- Europe
Country
- Spain
Product
- DocuWare
Tech Stack
- Cloud-based network folder
- ERP system
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Productivity Improvements
- Cost Savings
Technology Category
- Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries
- Renewable Energy
Applicable Functions
- Human Resources
Services
- Cloud Planning, Design & Implementation Services
About The Customer
The Rotonda Group is a conglomerate of around 70 individual companies and employs over 500 people. The group operates over 100 casinos and betting halls in five Spanish regions under its best-known brands, Magna and Emotiva.net. Besides the entertainment industry, the company is also involved in renewable energies, agriculture, telecommunications, energy, and real estate. In recent years, the company has increasingly focused on digital transformation to automate a wide range of accounting and HR processes.
The Challenge
Before the introduction of the Document Management System (DMS), Rotonda Group was heavily reliant on paper-based processes and manual work. The company receives over 120,000 delivery bills annually, all of which were collected and sent to the headquarters once a month by courier. This led to considerable additional work and often resulted in delays and inconsistencies in invoice approval and storage. The administrative staff had to process a large number of documents at once, which was inefficient and time-consuming. As part of their digital transformation, Rotonda decided to implement a DMS to streamline these processes.
The Solution
Rotonda Group implemented DocuWare, a Document Management System (DMS), to automate many of their previously manual processes. All branches were equipped with their own scanners, and the digitized delivery bills were first transmitted to a cloud-based network folder, then indexed and stored by DocuWare. The company now mainly receives its 45,000 supplier invoices per year electronically. DocuWare monitors the company’s mailboxes and automatically archives new incoming invoices. If the documents contain a delivery reference, the solution even creates a link between the invoice and the delivery bill. This increases security in the subsequent approval process, as invoice items can be compared to actually delivered goods with a simple mouse click. In the human resources area, new employment contracts are signed only digitally thanks to DocuWare. In the first step, the new employee simply fills out a web-based form from home. The data is then automatically transferred to the administration software to create the employment contract. In the final step, DocuWare delivers the contract to be signed, to the new hire by e-mail – the digital signature is applied through an integrated signature service.
Operational Impact
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