Fit for the float with Saperion

(Berlin/Zürich) The Hungarian Motorway Authority has been using Saperion as its archive and document management system since September 2006.

A decisive criteria was the seamless integration it provided with SAP. All business process documents in SAP are also available in the document management system.

Floating the Motorway Authority on the stock exchange was the motivation factor behind moving away from the traditional document management system. This step required not only a modern but more importantly a secure archiving system. Security, legal requirements, a completely documented life cycle of all documents as well as the efficient processing of information was all necessities for this bold move. Saperion’s Premium Partner, the Hungarian Printsoft Technology Ltd took responsibility for the implementation and local support. Dominique Nagy of Printsoft states: "The Motorway Authority had to go through the transition process to privatisation."

This change process was accompanied by the introduction of new software. The pilot project, followed by the complete implementation, installation, fine tuning and training were all completed within 3 months. At present the system is being used by 200 staff who deal with 350’000 new documents yearly. These include purchase orders, contracts and all incoming invoices. Internal processes are now much quicker and more secure. For instance; all inbound invoices are processed within 5 days. The release of an invoice for payment takes no longer than 2 days. Previously this process would take on average 4 weeks to complete. Both the purchasing and the accounts department maintain a full overview of their processes at all times. Each step is transparent and documents are always available, with a complete history of changes made. As soon as an offer is sent, all information and documents relating to it are archived. Even after delivery, the trail of what happened when and how much it cost can be seen in the system, what was offered, delivered, paid for and even the complaints, it’s all there. After only 1 ½ years the expectations have been met to 100%, nothing is missing.