The Challenge
BEZ Transformatory faced a significant challenge. Managing a high volume of complex documentation across functions such as customer documentation, ISO protocol tracking, internal helpdesk, contract creation, energy billing, custom transformer pricing, and maintenance tracking became increasingly difficult. Previously, data was stored in internal folders or on SharePoint and depended on email communication and file sharing, which led to delays and errors.
These manual workflows made it hard to maintain efficiency and quality standards. To address these issues, BEZ sought a comprehensive automated solution that would centralize these workflows, ensuring streamlined processes, enhanced accuracy, and improved transparency for both staff and customers.
Solution: Implementing Flowis
Flowis stepped in to help. It provided BEZ Transformatory with a centralized document and work ow management solution, simplifying critical processes from document creation to customer communication.
Supporting Documentation Automation
The process of automating supporting documentation begins when Flowis reads an extract file from SAP, checking and verifying all WBS elements and consolidating data related to customer, machine, and production details. This action automatically creates a new transaction in the system, where the Development, Checkout, and Customer service teams can add, remove, or modify documents as needed until the documentation reaches the final locked status.
Once all required files are compiled, the system locks the transaction for a final review. Customer service then conducts a final check to ensure document completeness before sending it directly to customers, maintaining a clear audit trail and significantly reducing email-based document exchanges.
ISO Document Management
Flowis streamlines the management of ISO protocols for BEZ. Documents are now stored directly within Flowis with integrated version control, replacing the previous use of BEZ’s SharePoint.
With automated notifications and deadlines, the system ensures that stakeholders review protocols within designated timeframes, with escalating reminders for non-response. After finalization, ISO documents are tracked by revision history, while old versions are automatically archived to maintain compliance and accuracy
Internal Helpdesk and Ticketing
The helpdesk system allows employees to report issues quickly, also with options for “on behalf” ticket creation when someone cannot log the issue themselves. Flowis tracks time spent on each ticket, providing accurate data on resource allocation, and enhancing efficiency
Orders and Contracts Management
For new orders or contracts, Flowis automates the entire lifecycle from creation of the request to approval, ensuring smooth workflow and clear audit trails for sales and purchase transactions.
Property Management
Flowis simplifies energy billing calculations for subleases by generating clear write-offs and PDF reports for easy customer review and record-keeping.
Transformer Demand Process
The demand for various transformers, previously managed in an Excel file, is now handled in Flowis. The main purpose of this process is to track these demands and determine through the approval process whether the demand is relevant and can be met. Two departments review and approve the requests before final confirmation.
Maintenance Hours Tracking
Employees log maintenance hours, specifying the location, task details, overtime, and other information which Flowis compiles for precise maintenance reporting and accountability.
The Results and its Benefits
Flowis delivered positive benefits to BEZ Transformatory, greatly enhancing productivity
and optimizing critical workflows throughout the company
Operational Efficiency
Automating document handling and workflow processes reduced administrative burdens and manual effort, freeing teams to concentrate on core responsibilities and improve project turnaround times.
Improved Customer Experience
Secure customer access to documentation builds transparency and trust, enabling customers to view project documentation in real-time and enhancing BEZ’s responsiveness to customer needs.
Resource Optimization
The internal helpdesk and maintenance tracking features empower BEZ to manage team hours and resources effectively, enhancing support responsiveness and improving tracking of maintenance hours for precise reporting.
Enhanced Data Accuracy
By using exported data from SAP to initiate transactions, Flowis ensures that documentation is accurate, up-to-date, and complete before it is finalized, reducing errors and supporting consistency in customer-facing materials.
Centralized Document Management
With all ISO protocols and customer documentation consolidated in a single system, BEZ enjoys easy access to the latest versions, streamlining compliance tracking and ensuring that employees work from a uni ed, up-to-date source.
Simplified Contract and Billing Management
Flowis automates contract creation and energy billing, greatly simplifying BEZ’s administrative tasks, reducing processing time, and eliminating manual errors that could affect accounts or customer relationships.
Enhanced Compliance and Security
Flowis’ automated workflows for ISO protocol updates help BEZ meet regulatory standards, with clear revision histories and secure access that protects document integrity.
