DocuWare > Case Studies > Johanniter Emergency Relief Streamlines Administrative Processes with DocuWare

Johanniter Emergency Relief Streamlines Administrative Processes with DocuWare

Customer Company Size

Large Corporate

Region

Europe

Country

Germany

Product

DocuWare

Tech Stack

Diamant ERP system

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Productivity Improvements
Cost Savings

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Healthcare & Hospitals
National Security & Defense

Applicable Functions

Human Resources

Services

System Integration

About The Customer

Johanniter Emergency Relief is one of the most important charitable organizations in Germany with almost 300 member groups. The organization is involved in a wide range of activities including emergency medical services, disaster relief, first-aid training, and care work for children, young people, the elderly, and the sick. Johanniter also operates internationally, providing aid in situations such as famine or natural disasters. The organization places a high value on reliability, quality controls, and cost-effectiveness. To manage donations and maintain efficient corporate management, Johanniter uses a document management system to simplify internal administrative processes.

The Challenge

Johanniter Emergency Relief, a major charitable organization in Germany, needed a secure and efficient way to store HR documents for over 20,000 full-time employees and 36,000 volunteers across all locations in Germany. The organization also needed to store all invoice documents in a tamper-proof and digital format. The challenge was to provide central filing of sensitive documents and uncomplicated but protected access. The organization also wanted to speed up the invoice approval process, which was slow due to the geographical spread of the organization's offices.

The Solution

Johanniter implemented DocuWare, a document management system (DMS), to securely store all HR documents and invoice documents in a tamper-proof and digital format. The DMS was first deployed at the association’s headquarters in Berlin, where ten workstations were equipped with second monitors. In the second phase, several regional associations received new multifunction devices for document digitization for nationwide use. DocuWare was integrated into the Diamant ERP system via an interface, allowing documents to be accessed directly from the commercial solution’s interface. A digital workflow was also used in invoice verification and approval. After scanning the paper invoices, they were indexed with Intelligent Indexing and stored in a tamper-proof manner. The DMS then notifies the employees of the regional offices responsible for approving payment by email, who sign off on the documents from a task list using a digital stamp.

Operational Impact

The digital invoice approval process is much faster today, especially since the various offices of the aid organization are often far apart and documents previously had to be sent by post.
Thanks to digital employee replacement rules, invoices are no longer left unprocessed, even if employees are ill or on vacation.
The accounting department always has an overview of where a receipt is at the moment and can also easily determine afterwards who checked what and when.
Employees in the personnel department also appreciate the quick access to documents. Since they no longer have to send files to the regional associations by post, they can be sure that no unauthorized person can access them.

Quantitative Benefit

The organization can now benefit from early payment discounts.
The personnel department is saving time and money by not having to send files to the regional associations by post.