Success Story / ASAP Holding GmbH / Ordering process

Control in the cockpit

From 70 employees to over 750, from one location to a total of nine: The speed of growth of the automotive service provider ASAP over the last five years is breathtaking. To stay on course with such rapid development requires "the basics of the company to absolutely work", emphasizes CEO Michael Neisen. Two of the basics used for cost control - the invoice approval process and the ordering process - are now controlled by the workflow management system JobRouter®.

Staue "Der Visionär"

The management duo Michael Neisen and Gürsel Sen have searched extensively for a solution for their management cockpit. CFO Gürsel Sen, who is responsible for the finances, prioritized the paperless office, while Neisen wished for a multifunctional tool with the qualities of a perfect secretary. Or, - fitting to the sector - an all-knowing driver assistance system for the manager. No matter at which site Neisen is located, the application shows him all necessary information with just a few clicks. At the same time he sees the next due appointments, tracks tasks he delegated via the dashboard and deals with the day-to-day business. But so far Neisen was disappointed. Many times. Finally the right solution was found, a model typical for the automotive sector has won: a self-developed application with purchased external components - including JobRouter® - form the whole picture.

 
Image: Statue "The Visionary" in the office of Michael Neisen (Source: ASAP Holding GmbH)

Bird's eye view at the automotive future

The dimensions and details of the picture become clearer when seen from a bird's eye view. Headquarters of ASAP Holding and the subsidiaries ASAP Electronics and ASAP Engineering are located in Gaimersheim near Ingolstadt. Further engineering sites and plants are located in Heilbronn, Neckarsulm, Böblingen, Rüsselsheim, Weissach, Kassel, Wolfsburg, Hannover and Munich.

The business segment Engineering stands for development services aimed at the automotive future: lightweight car bodies, E-mobility, chassis control systems, electrics and electronics. With the business segment Technical Service, ASAP offers technical services in the areas of production and assembly. The General Service provides manufacturers and system suppliers with support in cross-departmental functions, for example in project and quality management. The independent test center measures and validates a multitude of electronic and mechatronic components and systems.

Success Story / ASAP Holding GmbH / Ordering process

Fine-tuning the approval process

For the engine of a business to run smoothly, "the operative business can’t be burdened unnecessarily by administrative processes," says Neisen, who has a degree in automotive engineering. His to-do list is defined by the close contact to the managers and heads of all sectors.

When the invoice approval process was being implemented with JobRouter® in 2014, the largest challenge were the interfaces to the project controlling of the individual locations and to DATEV, according to Neisen. Because every location has its own accounts receivable and payable process and a defined approval path. Above a specific limit, invoices and orders have to be approved by the CFO or CEO, as well. The data flows to the central accounting department of the holding, which in turn executes the processes further. Now that the invoice approval process was running smoothly with the workflow management system JobRouter®, the ordering process has been implemented. As a new functionality, apart from the standardized process flow, central entry is also possible.

„Concerning JobRouter®, decision makers should first consider which information they as managers need to have ideally on one page. Secondly: start with small steps and have the process designed in small teams. Thirdly: build up own resources. From a certain company size on, it is absolutely necessary to introduce a person explicitly responsible for business intelligence topics, who controls and adjusts them accordingly.“
Quote Michael Neisen, CEO ASAP Holding GmbH

The ordering process starts rolling

In general, an ordering process is a simple matter: one knows what is missing, looks for the right thing, compares offers, decides and orders. If the order value is above a certain budget, the supervisor has to sign it. Or the supervisor of the supervisor. The holding's management decides on investments, for example infrastructure projects, extensive furniture procurements, test facilities, CAD equipment, IT goods and vehicles. According to Neisen, not only checked boxes are important for the approval process, but also the speed of execution of central tasks, traceability and stringent implementation.

What the ASAP team is going to appreciate even more towards the end of the current business year: The electronic ordering process using JobRouter® is not only faster and better to control than a conventional paper-based one. It also helps to stay on budget and provides reliable values for future budgeting.

Success Story / ASAP Holding GmbH / Ordering process

Order in cockpit

If the gears crunch, the error can most often be found in the engineering or the mechanical part. But if it crunches in the administration, the error is often the fault of the driver, the human. Neisen has a pragmatic view. "If I implement processes electronically, potential sources of errors during the forwarding of paper documents are eliminated." Like a board computer in the car, the reminder functionality of JobRouter® displays important parameters. The workflow management system receives and provides data and documents and ensures that all connected systems have what they need.

Das Führungsdouo der ASAP Holding, Gürsel Sen und Michael Neisen
Image: The management duo of the ASAP Holding, Gürsel Sen (left) and Michael Neisen (Source: ASAP Holding GmbH)

Michael Neisen has more ideas to keep the growth of ASAP Holding on track. The automatic entry and exit process for employees is one of them. The aim is to interlink the individual components of the system environment in one entity. This applies to the job application management, for which an own program was written, as well as for the project controlling software that banished the old Excel spreadsheets. The intranet has to be integrated, as well as the DATEV connection and the CAD. The first steps toward harmonizing the components are made. Now it is time to set our eyes on the next obstacles. "That's the beauty of JobRouter®," Neisen summarizes, "that we bought a software basis we can use to integrate our own workflows according to our own requirements."

Success Story / ASAP Holding GmbH / Ordering process

The advantages of electronic invoice processing with JobRouter® at one glance

  1. ensures an investment and order size dependent approval hierarchy
  2. provides an overview and control over budgets and costs by cost center, even for decentralized purchasing
  3. reduces throughput times and administrative effort
  4. allows utilization of early payment discounts due to automatic order/invoice matching
  5. displays order history on the screen with one click
  6. reduces the need for paper
  7. simplifies inventory and inventory-taking lists
  8. facilitates budget planning in subsequent periods

Project details

Customer: ASAP Holding GmbH, Gaimersheim
Sector: Automotive supply industry
Employees: 750 employees spread over 9 locations
Instances: 35 orders / day
Database: Microsoft SQL
Characteristics: Connection to the project controlling, intranet, DATEV
Project duration: Electronic invoice approval 5 months, ordering process 3 months
Running processes: E-invoice, task distribution process, ordering process
Planned process: Vacation process, master data, employee entry & termination/ exit
Short profile ASAP Holding GmbH

Logo ASAP Holding GmbHThe ASAP Holding GmbH is a service and development partner of the largest German car manufacturers. The automotive service provider with its business areas in Engineering, General Service and Technical Service delivers services for all stages of the automotive life cycle and is also operating an independent test center for electric and electronic car components and systems. The holding was founded in 2010 by Michael Neisen (CEO) and Gürsel Sen (CFO). The foundation for the ASAP group was already laid by Sen in September 2007 with the founding of ASAP Engineering in Heilbronn. Headquarters of the holding is in Gaimersheim near Ingolstadt. More than 750 employees work at nine locations. In 2014, the holding won the award "Finalist at the Grand Prize for Small and Medium-sized Businesses".

© JobRouter AG 2015 /221