DocuWare > Case Studies > More Communication with DocuWare

More Communication with DocuWare

Customer Company Size

Mid-size Company

Region

Europe

Country

Serbia

Product

DocuWare

Tech Stack

Internet Server
Active Import
Autoindex
Recognition

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Productivity Improvements
Cost Savings

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Applicable Industries

Telecommunications

Applicable Functions

Business Operation

Use Cases

Process Control & Optimization
Real-Time Location System (RTLS)

Services

System Integration

About The Customer

The KONSING GROUP Ltd is a star in the Serbian telecommunication and IP technologies industry that began in the 90s and is now known as one of the largest corporations in Serbia and the neighboring countries. Konsing started out in telephone paging systems and became a major provider of mobile telephony, wireless communications, IT, transmission and radio systems, intelligent buildings, power supply systems and also, commercial interior design and lighting protections systems. Their customers range from Telecom Serbia to Tel Montenegro, Aria in Turkey, Bulgarian Telecommunications Company, Aliatel in the Czech Republic or Telebeskid in Poland. The KONSING GROUP Ltd headquarters occupies their own two buildings, a space of 5470 square meters in the heart of Belgrade, with a total of 300 employees of which 100 are off-site engineers.

The Challenge

Before the implementation of DocuWare in 2008, all documents related to the entire workflow process of projects at KONSING GROUP Ltd had to go through a long and tedious process. Documents were sent in by mail, scanned, and distributed via email to five different departments. An equal amount of documents were physically transported from one office to another. With more than 5000 documents a month, it was necessary to have several administration officers handle the distribution and filing of all incoming mail. The documents ranged from inquiries on possible installations, to plans on installations or construction, contracts, financial correspondence, and invoices. The management at KONSING GROUP Ltd wanted a solution to their paper filing and workflow process. They wanted faster delivery and remittance of documents especially before and after a contract was signed.

The Solution

The solution was the implementation of DocuWare. Certain documents such as construction plans or performa invoices are now able to be amended by only the engineer or finance department or vice versa. Read-only rights were given to most. All invoices and purchase orders have a barcode label applied with a code that applies to a specific type of document. That way any documents can immediately be identified. Part of the bar code number also identifies the customer. Another part holds information as to when the contract was signed. The employees in five different departments now file the contracts and construction plans, invoices and e-mail messages pertaining to their customers in one document pool. Even the mail that used to be delivered by foot from one department to another is now available in a couple of clicks.

Operational Impact

The work process of signing and approving a contract between the management, the legal department and the customer and their legal department is now completed in less than 10 days whereas before this used to take three weeks.
As soon as the contracts are approved, the engineering department receives an alert on the details and can proceed, which obviously means the project can start right away.
The new DocuWare solution also allows new projects to be completed much faster because of the instant access to construction plans, email, etc., that engineers, as well as the technical support need – they no longer need to wait for the documents to arrive on their desk or search for them in someone else’s physical file cabinets.
Getting installation projects done is now much faster and truly saves KONSING on operational costs.
All departments have access to the original proposals and the contracts signed. This also reduces misunderstandings or any controversy.

Quantitative Benefit

The mail is available to all as soon as it is scanned, reducing the time it used to take to go from the mailroom to the General Manager’s office, the financial department, the legal department and the technical division in the engineering department (all spread out over two buildings) from up to 30 days to instant.
The finance department can now also collect on accounts due much faster.
With the purchase of DocuWare, KONSING not also increased the number of projects! As projects are completed much quicker and as payment transactions come in sooner rather than later, the company’s value and overall investment capabilities have increased to new levels and KONSING can invest time and money into even more projects, domestic and international.