• Woonbedrijf Eindhoven - SmartDocuments

Housing corporation Woonbedrijf Eindhoven

Rock solid SAP integration with housing corporation Eindhoven

‘’It initially helped save us €250.000 not having to invest in 120 SAP document types.’’

”The clever layout with headers and footers, building blocks (standardized elements such as an address, which is used many times in documents), corporate identity and other reusable information is all managed in one single place.”

Woonbedrijf has over 31,000 homes in Eindhoven, which is the largest housing corporation in the south of the Netherlands. On a daily basis, there are 500 employees that help around 70.000 tenants to a home.

What were the requirements?

Woonbedrijf has replaced multiple IT systems with one integrated solution from SAP. But continuing with document generator SmartDocuments was clear from the start. It wasn’t even an option to stop. Monique Wacht: “Actually, it did not even cross our minds to stop using SmartDocuments. Since 2008 we experienced the ease of managing documents and the efficiency of using SmartDocuments,” says Monique Wacht, the application and database administrator at Woonbedrijf. “Because of the easy integration with SAP, we use SAP letters more efficiently by managing this with SmartDocuments.”

ROI

“Our end users are familiar with SmartDocuments. As the application managers, we are very satisfied with the advantages to generate documents. Such as placing all the information in one place, with headers and footers, building blocks, corporate identity and even reusable data records. We know SmartDocuments very well and know that they can process XML. Even our SAP supplier AEPEX endorses SmartDocuments for their ease and flexibility. Within SAP, there is a solution for standard documents, but this is very inflexible and complicated. Plus, for modifications of standard letters, you are always dependent on a programmer.”
“With SmartDocuments, we manage the document templates ourselves. SAP provides the (XML) data and SmartDocuments ensures that the data will be placed in the right place in a document. By using SmartDocuments, we have initially saved €250.000 because now we don’t have to hire an expert to create 120 SAP files.

Update: Deloitte consulting took over AEPEX as of: 01 March 2018

SmartFacts

  • Integration of SmartDocuments into SAP.
  • Centralised document template management for consistent corporate identity.
  • Creating and changing document templates are done without an IT-department or External consultant.
  • SmartDocuments replaces SAP Smart Forms for more efficient document creation.

Creating and managing templates

Monique Wacht:

At the start of constructing documents, we have examined which parts of a letter you can reuse as a component for building blocks. These reduce the number of template objects that need to be maintained, and, they can be modified in one place for every document.” XML fields are easily dragged and placed in the desired position within the template. Without the intervention of the end user, you can create fully automated and complete documents. With the so-called XML query fields, it is possible to enumerate documents with repeating content, such as service costs. This is truly a great feature.

User Experiences

The end users are able to choose SmartDocuments, in the SAP options. The user will be shown a library of relevant documents. If they, for example, choose/click to create a rental agreement, the documents will appear in mere moments.
In the background, SAP provides SmartDocuments with the relevant data from which the variables are inserted automatically. This ensures a quick and smooth document creation process. The beauty of it all is the simple interaction with the end user. We also have standard letters where 95% of the information comes directly from SAP, but, the end users are shown a screen from SmartDocuments.

Approach

Monique Wacht explains how she started a project to create standard letters, which are parallel to the implementation of SAP. Preventing that the creation of documents is a sequential step in an implementation process. Another advantage, it is easier to recognise which (XML) data is needed to create letters. As a starting point, we have used existing output via our existing system for the document creation of SAP letters.