DocuWare > Case Studies > Corestruc Streamlines Operations with DocuWare

Corestruc Streamlines Operations with DocuWare

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Company Size
200-1,000
Region
  • Africa
Country
  • South Africa
Product
  • DocuWare
  • Sage Evolution
Tech Stack
  • Document Management System
  • ERP Software
Implementation Scale
  • Enterprise-wide Deployment
Impact Metrics
  • Cost Savings
  • Productivity Improvements
Technology Category
  • Functional Applications - Enterprise Resource Planning Systems (ERP)
  • Functional Applications - Inventory Management Systems
Applicable Industries
  • Construction & Infrastructure
Applicable Functions
  • Quality Assurance
Use Cases
  • Inventory Management
Services
  • System Integration
About The Customer
Corestruc is the flagship company of a conglomerate that includes eleven individual companies and 250 employees. All are active in the concrete, real estate and agricultural industries in South Africa and neighboring countries. Corestruc designs and manufactures pre-cast concrete structures that are used in public infrastructure and the private construction sector. A digital document management system helps coordinate all these corporate threads from their headquarters in Polokwane, located northeast of Johannesburg.
The Challenge
Corestruc, a South African conglomerate active in the concrete, real estate, and agricultural industries, was struggling with paper-based administration due to the geographical distribution of its subsidiaries. The decentralized employees only travelled to the headquarters in Polokwane once a month, leading to an average processing time of four weeks for incoming A/P invoices. Urgent documents were sometimes scanned and forwarded by email, but this often led to a loss of control as it was unclear if the copy of the invoice had been processed or not. Additionally, when a document was filed away at their headquarters, subsidiaries were dependent on their colleagues in Polokwane to look through the documents to answer an inquiry. This required documents to be retrieved, copied, and sent out repeatedly.
The Solution
Corestruc implemented DocuWare, a digital document management system (DMS), to speed up their administrative processes. The deployment began with the processing of incoming A/P invoices. An order document is created from their ERP software, Sage Evolution, which is transferred directly to the digital file cabinet along with all relevant index data. The incoming supplier invoice is then scanned by the subsidiary and ends up in the digital mailbox of the central accounting department in Polokwane. The document is linked to the order number via electronic stamp and a payment authorization workflow is launched. Documents are distributed to various divisional managers, no matter where they are located, with the help of digital task lists. Until final payment is made, the DMS controls the entire process and synchronizes all data with Sage. In this way, authorized employees can check the status of invoices at any time via the ERP system and can follow up if necessary. Quality Assurance even goes one step further. Due to extensive legal documentation requirements, Corestruc must be able to prove at any time in which buildings a certain element was installed. To make it easier to comply with these obligations, the smartphones of the mobile installation teams are equipped with the DocuWare app. Documents are scanned or countersigned directly on site and are then available to all other authorized colleagues in real time - regardless of their location.
Operational Impact
  • Corestruc is benefiting from digitization, especially on the cost side. Their DocuWare DMS not only significantly reduces processing times, but also improves the flow of information between administration and subsidiaries.
  • Thanks to access from anywhere, documents are available to all authorized employees without losing any time.
  • This also has positive effects on the sales side: If individual teams communicate with each other more quickly, for example, when RFPs are issued, an offer can be sent to a customer much quicker.
  • And the earlier an offer is received, the higher the success rate!
Quantitative Benefit
  • Processing time for incoming A/P invoices reduced from four weeks to a fraction of the time
  • Significant reduction in administrative costs

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