Document automation at Vienna Airport
Insight into the implementation of dox42 and Microsoft Power Automate
Vienna Airport was faced with the challenge of increasing the efficiency and accuracy of its tendering processes. Previously, a large number of standard documents were created manually, which was not only time-consuming but also prone to errors. In order to optimize this process and make workflows more efficient, the airport decided to implement dox42 and Microsoft Power Automate.
Goals and motivation
The main motivation behind the introduction of these tools was the urgent need to drastically reduce the manual effort involved in document creation and at the same time increase the quality and consistency of the documents. The aim was to significantly reduce the processing time for tender documents and relieve employees of repetitive tasks so that they could concentrate on more strategically important activities.
Project details and integration
The project included the automation of document creation and management in the tendering process and mainly involved the procurement/purchasing and IT departments. The integration of dox42 and Microsoft Power Automate was seamlessly integrated into the airport's existing IT infrastructure, which is based on SharePoint. Thanks to the close cooperation with colleagues from ACP Cubido, the tools were optimally embedded in the existing systems and tailored to the airport's specific requirements.
The integration was ensured through a detailed analysis of the existing processes and a step-by-step, iterative implementation. This allowed ongoing operations to continue without interruption while the new automated workflows were introduced. Special interfaces were developed to synchronize the data from different sources and make it usable for the automated processes.
Technical implementation and challenges
dox42 was mainly used for the flexible and dynamic creation of documents. It enables the creation of templates that can be filled with variable data, which ensures the consistency and accuracy of the documents. Microsoft Power Automate was used to automate workflows and facilitate integration with SharePoint. These workflows allow tasks such as generating, sending and archiving documents to be triggered automatically.
A number of technical challenges arose during implementation, particularly when it came to synchronizing the various data sources and ensuring that the automated processes ran smoothly. These challenges were overcome through close collaboration and targeted adjustments together with ACP Cubido.
Results and benefits
Automation with dox42 and Microsoft Power Automate has fundamentally changed the document creation process at Vienna Airport. Previously, many manual steps were required, which are now automated. This has not only increased the speed of document creation by a factor of 5, but has also significantly reduced the error rate. The documents are now created consistently and uniformly, which has significantly improved the quality of the tender documents.
The quantitative and qualitative results speak for themselves: the processing time for documents has been drastically reduced, while the error rate has fallen. Employees report a significant reduction in workload and greater satisfaction, as they can now concentrate on more strategically important tasks. Overall, automation has led to a more efficient and productive working environment at Vienna Airport.
Future prospects and expansions
In view of the success of the current implementation, Vienna Airport is already planning to extend the use of dox42 and Microsoft Power Automate to other areas and processes. Administrative processes in particular, such as the creation of contracts in HR, will be the focus of future automation projects. The aim is to gradually implement the tools in other departments and thus further increase efficiency gains.
Training and cooperation
The successful implementation of this project was significantly influenced by the close cooperation between the airport (Ms. SusanAbmeier), ACP Cubido and primeone. The airport employees were prepared for the new tools through extensive training and workshops. This training included both technical aspects and practical exercises to ensure that the new work processes could be implemented efficiently.
Even after implementation, primeone continued to provide support. Regular updates, continuous optimization and the provision of support services ensured that Vienna Airport was able to benefit from the new technologies in the long term.
Conclusion and recommendations
With this project, Vienna Airport impressively demonstrates how automation technologies such as dox42 and Microsoft Power Automate can significantly increase the efficiency and quality of work processes. Companies considering similar automation projects are advised to define clear goals and carry out a thorough process analysis.
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