Best Practice DOGEWO21

Area of application	Electronic records in property management
Industry	Property management
Employees	150 (2016)
Turnover	Around 89 million euros (2015)
Headquarters	Dortmund, Germany
Integration	SAP
Project scope	Dortmund, Germany

In just one click, our employees are quickly and completely informed. Our Doxis4 rental records offer cross-system access to all relevant property information!

Armin Freitag, CIO, DOGEWO21

Challenges

No complete overview of records and documents
Inefficient processes and long processing times
Inbound paper documents took too long to get to processor

Targets

Manage rental contracts and properties more efficiently
Shorten processing times for rental contracts/records
Optimize process support
Improve collaboration between headquarters and sales offices
Enable seamless SAP integration

Solutions

Electronic rental records for approximately 16k properties
Further eRecords for housing units, potential customers, etc.
Ad hoc workflow as a workbasket solution to distribute inbound mail
Automatic archiving of SAP outbound documents (COLD)
Electronic inbound invoice processing

Project overview

Starting point

With approximately 16,000 properties in its portfolio, DOGEWO is the largest property management firm in Dortmund. DOGEWO has been deploying an SER archive already since 2002. To manage rental contracts and housing properties more efficiently, further record types with special digital record models (e.g. for housing units, potential customers, etc.) were added in 2005 to the rental contract records. To speed up mail distribution, a workbasket solution was also launched that forwards inbound documents in digital form to the responsible employee. The property management system from SAP was deeply integrated with SER's solutions so that rental contract records that are set up in SAP are automatically generated in Doxis4. Further workflows are being planned.

Why SER

Satisfaction with SER's rental contract record solution already in use
Flexibly extendible records management solution
Geographic proximity of SER to DOGEWO headquarters in Dortmund

Solutions

Doxis4 archive, DMS, workflows, eRecords for rental contracts, housing and rental units, potential customers, etc. FIPS archiving from SAP, inbound invoice processing with SAP integration

Integration

SAP (integrated real estate management)

Document volume

Approx. 3 million documents in the current archive; around 200,000 documents added each year

Users

125 users

Implementation

SER archive customer since 2002
2005: Launched Doxis records management and implemented an ad hoc workflow as a
workbasket solution for faster distribution of inbound documents
In the years thereafter, DOGEWO launched further eRecords, e.g. rental unit records, housing unit
records, potential customer records
Workflow-supported inbound invoice processing with SAP integration
2014: SER solution was migrated to the latest product generation, Doxis4
Further workflows were launched, e.g. inventory workflow (release workflow for property
acquisitions)
Doxis4 connection to an app for property transferals

Benefit

Better and more structured overview of all documents
More efficient work practices lead to better performance in property management
Faster searches for archived documents thanks to combined search options

How can we help you?

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