Introduction of a DMS for critical core documents based on SharePoint and SAP.
We were able to realize a multi-part project for the Swiss Rhine ports. The sub-areas were defined in January 2020 and were implemented using Microsoft SharePoint and Nintex technologies.
About the customer
The project
The Swiss Rhine ports had various requirements in advance, such as improved archiving options and improved process documentation. It became clear that there was a great need for an ECM system. In addition to classic document management with improved search options, duplicate information was also to be reduced in future.
The need for an intranet / wiki was also very great, as the increasing digital transformation of the business areas involved means that information is now exchanged and used not only within a department, but across departments.
Our employees recognize the potential of SharePoint and realize that they can help shape many processes.
Interview with Stefanie Saxer Project Manager at the Swiss Rhine Ports
How did you hear about innobit?
We had already been in contact with innobit ag about 3-4 years ago in connection with SharePoint. However, the project was not realized at that time because we were not yet ready for this step. In 2019, the topic was taken up again with extended requirements.
What was the task in the project?
In January and February 2020, we were able to define the sub-projects in concrete terms. One of the top priorities in the SharePoint project was to replace the ELO server, as our version of the ELO software was no longer being developed and software updates were no longer being installed due to a lack of support.
Specifically, these were defined sub-projects:
- Implement loan / investment application with SharePoint and Nintex (form with approval workflow)
- Mapping of SGAs (standard business processes) on SharePoint sites. This is a kind of Wikipedia for the shipping and port supervision sector.
- Data management of documents from SAP, specifically for the SAP journal (journal file) and the ship master data (ship file).
How long did the project take?
The defined sub-projects lasted approx. 1 year.
Sub-project 3 went live in December 2020. Sub-project 2 was set up on SharePoint On-Premise in 2020 and migrated to SharePoint Online in February 2021. This was made available to employees in March 2021. Sub-project 1 has been in a test phase with key users since January 2021 and is being implemented step by step for each area.
Next, we set up the hybrid system landscape. This means setting up SharePoint Online in addition to the SharePoint on-premise applications. This will enable us to optimize further projects and processes in 2021. One example would be the use of teams for SRH project management and in the area of management.
How is the acceptance of new technologies within the team?
Since 2020, the focus has increasingly been on digitalizing our processes. When we started the project, the employees had no or very little experience with SharePoint. We carefully introduced the teams to the project and planned and thought everything through well. We are now receiving a lot of positive feedback within the company. The employees recognize the potential of SharePoint, are proactive and realize that they can help shape a lot of things.
What positive memories do you have of the project?
I really appreciated the fact that we always had the same contacts throughout the project. The project was very well organized. The project team delighted us with proactive, weekly updates. This meant we were always informed and problems could be addressed directly. That is transparency.
The project was completed with competent training. I never had the feeling that I was just another customer. My impression was that innobit only works for us and focuses entirely on our project.
Were there any hurdles to overcome during the project?
No, there were no real problems. And as I said, the regular exchange helped enormously in overcoming minor project hurdles.
What distinguishes innobit AG?
For me, the company is very technically adept. It is undisputed that the team is characterized by a lot of know-how and customer empathy. I think innobit has a good and coherent corporate culture and it is precisely this that fits in very well with the Swiss Rhine ports. I find the company to be uncomplicated, open and well organized.
In short: we are on the famous same wave.
I never had the feeling that I was just another customer. My impression was that innobit only works for us and focuses entirely on our project.
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