Kögl GmbH had been using several isolated solutions for central tasks such as invoicing and order management. However, process discontinuities and a lack of networking placed a high administrative burden on the employees. The safety specialist therefore decided to introduce a modern ERP system. Today, the company benefits from seamless business processes, transparent information flow and employees who have more time for their customers.
Since 1996 Kögl GmbH has specialized in safety engineering services. The focus is on three business segments: consulting, testing and training. Within the scope of the safety consulting, it is important to identify and avoid potentially dangerous situations and ways of working at an early stage. In safety reviews, the employees check work processes and work equipment. The Academy for Safety Competency, which opened in 2005, provides instruction in its own training center mainly for professional groups that are exposed to particular dangers. These include, for example, crane operators, forklift drivers or operators of lifting platforms. The ultimate goal is always: to raise operational safety to a maximum level.
For a long time Kögl GmbH used the Microsoft Access database program to produce invoices. Current order management was done in Microsoft Excel, while financial accounting was outsourced to the tax consultant. Since the individual applications were not interconnected, there was no common data basis. The result was much redundant data entry, a generally high burden of work and the latent risk of making errors. Evaluations could be produced only to a limited degree - if at all - and also entailed long waiting periods.
The company therefore decided to replace the various isolated solutions and to bring the processes together in a modern ERP system. At the same time, the company wanted to bring financial accounting into the company and integrate it into the new software together with customer service. Other top items on the wish list included the establishment of a digital company archive, the direct connection of the software to the electronic payment service and a reporting module that is as easy to use as possible.
Kögl GmbH decided to switch to the ERP system Microsoft Dynamics NAV. The COSMO CONSULT Group, Europe's leading Microsoft Dynamics partner, was chosen to implement the project. The decisive factor here was the large range of functions and the flexibility of the software.
During the roll-out, the project team was able to implement the company's specific requirements simply. "We were able to make central processes such as testing or the organization of training much more intuitive. As a result, both processes are now significantly faster. At the same time, our employees are relieved of the burden of redundant data entry and routine activities," emphasizes Horst Kögl, CEO of Kögl GmbH. During safety tests, employees can call up the details on the customer’s installations with the push of a button. This means there is no need for time-intensive research. Testing tasks are done digitally from order acquisition through the assignment of the testing to an employee to final invoicing. One highlight is the service contracts for annually recurring tests: Dynamics NAV manages these on its own, which reduces the manual effort to a minimum. In the area of financial accounting, the additional module "OPPlus" has been added, which simplifies payment transactions and other activities. For example, several invoices can be collected and paid together and discount amounts can be automatically taken into account and deducted for incoming and outgoing payments.
For Kögl, the transparency it has gained is the biggest advantage of the new company software. "With Dynamics NAV, we have all customer data in one place. This applies not only to contact information, but also to the technical details of the installations." In the area of training, the employees can now quickly get an overview of the participants and what they know. Since all the data can be found in one place, downstream processes, such as the invoicing of services, go much faster. "With Dynamics NAV, we have succeeded in greatly simplifying central workflows and reducing the time required for our team to complete tasks," says Horst Kögl. Typical drags on efficiency, such as double data entry, are completely a thing of the past.
The next step will be to expand the scope of application of the new ERP system. The company plans to connect testers and trainers to the system by tablet or smartphone. They can then also call up data on training and service orders when they are on the road.