Process Digitalization Success Story

When MicroNova set out to digitalize its own processes back in 2018, it had around 250 employees working at nine locations, three of which were in the Czech Republic. Then as now, its portfolio of services included complex large-scale projects as well as smaller undertakings – from configuration solutions for mobile phone networks and test systems for electronic control units to the sale of standardized software for IT departments. The administrative system environment at the time consisted of tools for project management and time recording as well as a number of other systems.

The company had looked completely different just a few years previously. In 2015, there were three sites, a fourth – the first outside Germany – was established during that year, and the number of employees was still under 150. Growth, gratifying as it was, presented a number of challenges. The complexity of processes grew as work became increasingly distributed, and, as a result, transparency fell and communication became more of an issue. Multiple languages also played a role. It therefore became clear by 2018 that collaboration and the company’s ISO 9001-certified processes had to be adapted to these new circumstances.

It was for this reason that MicroNova set out to find a suitable tool to enable an extensive mapping of the company’s processes digitally. The plan was to find a solution that would benefit all departments to optimize both efficiency and resource utilization. It was also important to map responsibilities more clearly again and thus enable faster decision-making. The declared aim was therefore to share all information on process flow, individual steps, and responsibilities with all stakeholders as easily as possible. The low-code platform Webcon BPS emerged as the prime candidate from an extensive assessment of several potential solutions.

This is how process digitalization permeated all MicroNova divisions. Most applications can be found in the commercial department, including facility and quality management. “We succeeded in digitalizing 42 processes in 42 weeks. Whether Management or Supervisory Board, purchasing staff or managers in operational departments – everyone now works with this paperless system. At least where the law permits,” adds Oliver Kraus. “It’s important for us to be able to create processes quickly. With less complex processes such as training applications, we can do this within a matter of days. Even more complex processes, such as our quotation management process, can be implemented within a few weeks. And this covers everything from the sales team, operations, and commercial department to the Management and Supervisory Boards, each with feedback and approval functions, document uploads, etc.”

Webcon BPS has enabled MicroNova to sustainably improve workflows, including monitoring and control, resulting in faster processes, clear assignment of responsibilities at each step, a uniform level of knowledge for stakeholders, and improved collaboration across locations. Accordingly, overall efficiency has increased significantly, primarily due to the automation of repetitive tasks, which also reduces the risk of errors. This is particularly helpful in times of working from home or working on the move. Whereas purchase requisitions for orders used to be printed out and passed back and forth between buildings for signature or even posted between locations, the process is now paperless and involves just a few clicks. In addition, MicroNova can obtain certifications such as ISO 9001 more rapidly thanks to Webcon BPS. The tool also supports the company’s continued growth, right through to the HR department, where new team members can be onboarded more effectively.

At MicroNova, as with most companies, the scope of the processes varies - from complex requirements such as the creation and approval of quotations to more limited processes such as ordering business cards. MicroNova has been able to achieve measurable and verifiable success in this area while building up extensive in-house skills in tools and procedures. For example, over 50 percent of purchase orders are approved on the same day – a figure that used to be significantly lower. Today, the digitalization department supports other companies in analyzing and improving processes in order to ultimately map them individually in digital form, using all the experience gained during its own digitalization journey.