The Document management from EASY
forges the link to building bridges

When STFA went searching it was planned in the same way as works like the construction of a new port would be: in the first round it identified thirty potential candidates in the Erdogus area and put their products under the microscope. „For us it was doing a knock-out crite­rion,“ says the IT specialist: The solution had to be simple and flexible in order to survive in our often hectic everyday life.“ This allowed us to create a shortlist of four companies to present their products. During this phase STFA spoke to reference customers of eligible providers – including the EASY SOFTWARE clients Hayat and Toyota Tsusho. Two companies made it to the final round, one of them EASY SOFTWARE from Mülheim on the Ruhr. STFA then asked for a „live demo“. The key feature: to test the flexibility of the product, at the last second STFA changed the scenario for the live demonstration. Only EASY SOFTWARE could implement last-minute changes – so the choice was made.

Today, EASY SOFTWARE‘s document management system supports STFA in managing international projects. In consultation with STFA, all the relevant documents for the Group‘s construction projects have been mapped to form a predefined structure for digital files immediately after scanning the paper do­cuments. The system automatically recognises in which file which paperwork belongs to and files it accordingly for audit purposes. Additionally, it allows di­rect export of important documents and e-mails from the company‘s e-mail application as well as from the Microsoft Office environment or print streams.
An advantage of the complete solution: All EASY software modules are perfec­tly matched and work together perfectly. Special adaptations or custom solu­tions were only needed to a very limited extent during implementation. Only the user interface was effective in adapting in a functional and user-friendly way to the habits of the user.

Thanks to clear structures and extensive search capabilities important data is now available for each major project to anyone who has the appropriate per­mission, in the shortest possible time. The Group‘s reaction time has already improved. „More than 14 international projects are currently underway, most of them in the MENA region. Each project poses different demands on our emplo­yees. Using EASY solutions we are now able to analyse all the requirements of the respective project and to develop a solution within just three to four days.“
In addition to the data from construction projects, already other documents from the Company‘s contract and risk management, human resources planning and health and safety divisions have been migrated to the EASY solution. Inte­gration with SAP is also proving useful. „The EASY solution has a SAP-certified interface, for us as SAP users this is clearly added value that both systems can exchange highly reliable data,“ said Erdogu.

EASY SOFTWARE‘s success story in-house at STFA continues: „Thanks to EASY SOFTWARE we have not only achieved commercial security, but have already saved a lot of money,“ said Erdogu. „We are currently using EASY software in our construction division. Here we are currently working on a mobile solution that supports our employees for their project work ­wherever the project takes them. But we will definitely implement other solutions – in other divisions. Because we have found that EASY software is an ideal platform not only for docu­ment management, but also provides excellent archiving and workflow systems.“