Perfect data organization
for MARTIN GmbH für
Umwelt- und Energietechnik
www.implexis-solutions.com
Perfect data
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einzeilig.
organization
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for
MARTIN
zweizeilig.
GmbH für
Headline und
Umweltdreizeilig.
Energietechnik
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implexis GmbH developed a customized Microsoft
SharePoint solution that MARTIN GmbH für Umwelt- und Energietechnik of Munich has been using
since July 2014.
MARTIN GmbH für Umwelt- und Energietechnik
contracted implexis GmbH as a competent provider of
SharePoint services to optimize its work processes and
facilitate new ways of working.
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The situation
Every day the project managers of the company –
which is active in the environmental and energy technology sectors – receive close to 150 e-mails as well as
a large number of documents and images relating to
each current project. These materials must be allocated appropriately among the large number of ongoing
projects with diverse themes. For this task, MARTIN
GmbH für Umwelt- und Energietechnik had been using
a project portal that did not provide clear and quick
overviews. This is why the company was looking for a
solution to meet its needs, that is, a clearly structured
portal that facilitates
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CASE STUDY
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Perfect data organization for MARTIN GmbH für Umwelt- und Energietechnik
organizing projects, prevents e-mails from accumulating in Microsoft Outlook by automatically allocating
incoming messages, images and documents to the
relevant project areas in the portal, and makes them
available to all project team members. The company’s
goal was to create a “Workplace of the Future” where
staff members could choose the system (Outlook or
the portal) with which they prefer to work.
At the same time, the new solution had to provide staff
members with the opportunity to access key information across systems, advance teamwork, and ensure a
higher level of automation to simplify work processes.
Criteria
MARTIN GmbH für Umwelt- und Energietechnik
looked for a reliable, competent provider of Microsoft
SharePoint services to develop a suitable portal for
it and to provide professional training for its staff.
Such provider also had to have specific de-escalation
skills because the less-than-optimal portal had to be
transferred to the new solution, the staff had to be
motivated to work with the new system and seamless
processes had to be guaranteed. Since implexis GmbH
excels at implementing SharePoint solutions as well
as a number of other technologies and offered various options to improve the solution MARTIN GmbH
für Umwelt- und Energietechnik was working with at
the time, the management decided to contract the
Nuremberg-based IT specialist.
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The solution
The challenge of developing a solution for clear
project administration and dealing with the flood
of e-mails, documents and project images using a
cross-technology solution has been mastered with a
SharePoint farm comprised of elements of Microsoft
SharePoint, Microsoft .NET, Microsoft Exchange and
Microsoft Office 2013.
The portal is designed to make information on
themes and departments visible only to staff members
who are working on those key sections (Internal and
Departments) and who are authorized to access such
information. Themes in the Internal section include applicable norms, staff pictures and the QM system. The
Departments section is made up of the departments’
individual pages in the form of team sites, all of which
have identical navigation menus. MARTIN GmbH
für Umwelt- und Energietechnik placed the greatest
emphasis on the third section – Projects – as this is the
section in which all project-relevant e-mails, images
and documents are administered. For each project, a
dedicated portal has been implemented for which all
staff members have read-only rights by default.
A special feature of the landing page of the Projects
section is the search function: Users can drag information on project names, project numbers, project countries and project sites to the dark blue bar at the top
(see Graphic 1 on the next page). This option facilitates
several filter and search functions for faster results.
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CASE STUDY
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Perfect data organization for MARTIN GmbH für Umwelt- und Energietechnik
Graphic 1
The landing page of the Projects section (overview of all the projects) includes options to search for project names, project
numbers, project countries and project sites. The top segment shows the other two key sections – Departments and Internal
Every time a new project portal is added to the
Projects section the system automatically grants the
relevant access rights, creates libraries (some of them
with files) and lists, and predefines the navigation.
This way, users do not have to adapt any structures or
create any libraries or lists in the portal. What makes
the new solution stand out is that it facilitates a new
form of working:
Staff members are free to decide whether they want to
work in Outlook or directly in the portal. The project
managers who are defined when a new project portal
is set up can integrate Outlook into the project portal
by creating Site Mailboxes that incorporate the same
files as the projects in the portal (see Graphic 2).
Graphic 2
Comparison of the portal and Outlook
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CASE STUDY
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Perfect data organization for MARTIN GmbH für Umwelt- und Energietechnik
With these Site Mailboxes MARTIN GmbH für Umwelt- und Energietechnik staff easily can drag ’n‘ drop
important e-mails, images and documents into a separate Outlook folder. This folder then is synchronized
with the relevant project automatically. This way, the
files that have been moved are accessible to all other
staff members in the portal and in the Site Mailboxes.
This method of integration enables staff members
to work without depending on specific systems and
yet have access to the same basic data, that is, to all
important e-mails, project images and documents that
have been allocated automatically to project themes in
the portal.
This makes it demonstrably easier for users to search
for relevant information. In addition, automatic e-mail
indexing has been incorporated into this “Workplace
of the Future. ”When e-mails are dragged to a folder
or a library in the portal, e-mail-specific metadata including senders, addressees, times of sending, subjects
or attachments are saved automatically (see Graphic
3). Additional metadata can be added manually.
Another special characteristic is that the local file
structure automatically is broken down into metadata.
Documents and files can be moved to libraries in the
portal using the drag’n’drop function. If documents
have been saved in local files and the entire file structure is dragged to a portal library, the local file structure automatically is saved in the form of metadata
for the document and does not have to be completed
manually in the portal.
At the same time, the following metadata is completed
automatically when documents are moved: titles, names, project numbers, project countries, project sites,
and project segments. The automatic breakdown of
the file structure into metadata in the Projects section
was developed by the implexis experts specifically for
MARTIN GmbH für Umwelt- und Energietechnik.
Graphic 3
Automatic indexing when e-mails are moved
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CASE STUDY
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Perfect data organization for MARTIN GmbH für Umwelt- und Energietechnik
Implementation
After its launch in late 2013, the project went live as
planned in July 2014. Successful implementation required continuous project-related communication among
all the involved team members. implexis specialists
trained the approximately 180 staff members of MARTIN GmbH für Umwelt- und Energietechnik to familiarize them with the SharePoint farm and its operation.
By explaining how the new portal helps simplify work
processes and walking them through the detailed
manual, the implexis staff was able to motivate the
employees to use the new solution, accept the implementation, and build up trust in the reliable project
partner.
“With implexis GmbH as our provider of
SharePoint services, we are in expert
hands at all times,” says Dr. Fleck, Managing Director of MARTIN GmbH für
Umwelt- und Energietechnik, to express
his organization’s full confidence in
implexis.
MARTIN GmbH für Umwelt- und Energietechnik
started operating the new project portal in July 2014.
To support the seamless introduction of the SharePoint farm, 16 very useful film clips were developed by
implexis in addition to a comprehensive manual. The
structuring of the clips and the manual into themes is
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identical to facilitate selection of the appropriate
film for the staff. To complement its IT services, since
August 2014 implexis also has delivered business and
operational services to MARTIN GmbH für Umweltund Energietechnik to support the organization in the
best possible way.
Advantages for Martin GmbH für Umweltund Energietechnik
One substantial advantage for the staff members is
that they are able to access identical data in Outlook
and in the portal. This way they can choose which system they want to use in their daily work routines. This
option has increased acceptance of the new solution
without requiring extensive training.
Other advantages include the centralized, clear, and
most notably, quick and user-friendly data storage
options. The high level of transparency, easy-to-use
user interface, and read-only rights for every project
portal – set by default for all employees – make it easy
for project team members to retrieve data.
Version management makes it possible to view
changes made to documents immediately and new
additions made to libraries make it possible to have
e-mails, images or documents displayed in the form
of previews for a comprehensive overview. Furthermore, usability for staff members has been optimized to
accommodate people in all departments.
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CASE STUDY
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Perfect data organization for MARTIN GmbH für Umwelt- und Energietechnik
Thanks to the automated processes in the portal, the
SharePoint farm helps users save a great deal of time
and effort, for example, the indexing function which is
the prerequisite for fast searches, the ability to upload
local documents to the portal easily with drag’n’drop,
the e-mail synchronizing function, and the ability to
measure image sizes automatically.
“This is my idea of working in the 21st
century – a great foundation,” says
Martin, Managing Director of MARTIN
GmbH für Umwelt und Energietechnik,
about the new solution’s many advantages.
In addition, the new solution makes integrating partners much more convenient. Global and centralized
searches have become much more efficient, due to the
indexing. Thanks to refiners that incorporate metadata contained in the libraries, users can delimit their
searches for much faster results; the preview window
also helps with this. Users can move e-mails or images they receive to the Site Mailboxes for automated
synchronization with SharePoint. This way, as well as
all documents, all project-specific e-mails including
attachments are accessible in the portal to all project
team members and attachments are saved automatically to the relevant libraries when moved to the Site
Mailboxes.
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The new cross-technology solution allows for technical
optimization including outsourcing large files (> 40GB)
or making preparations to implement long-term archives or a low-maintenance system environment.
About MARTIN GmbH für Umweltund Energietechnik
For almost 90 years, MARTIN GmbH für Umweltund Energietechnik has been active successfully as
a general contractor, consortium partner, supplier
of components and/or engineering partner in the
field of combusting problematic fuels such as low
grade coal and waste. The Munich-based company concentrates on the construction of waste-toenergy plants and all related areas – from erecting
plants and providing support and consultation services to providing customer service and supplying
spare parts. The core component of these plants,
the combustion grate, is designed in detail and constructed by MARTIN GmbH für Umwelt- und Energietechnik. The company has a sound knowledge of
heat recovery boilers, flue gas cleaning systems, and
other essential components and related systems.
New findings continuously benefit the company’s
projects. In cooperation with competent partners
and licensees, more than 780 waste combustion
lines worldwide have been equipped with grates of
MARTIN GmbH für Umwelt- und Energietechnik.
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CASE STUDY
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Perfect data organization for MARTIN GmbH für Umwelt- und Energietechnik
About implexis GmbH
implexis GmbH (formerly impuls Informationsmanagement GmbH) is a leading global integration expert for
business solutions based on Microsoft technologies. Founded in Nuremberg, Germany in 1993, implexis currently
operates seven branches throughout Germany and one in the U.S.A. Digitalization specialist implexis develops
efficient, future-proof business applications for major corporations and SMEs in its areas of expertise – IO & ERP
Systems, Future Workplace & Collaboration, and Custom Solutions. With its proficiency in the area of Customer
Service, implexis ensures customers are supported and guided with a focus on omni-channel solutions for
retailers and cross-industry portal solutions for the workplace of the future. These customer-specific services are
grounded in the company’s experience implementing more than 850 projects. The solutions are based on
Microsoft Dynamics AX as well as SharePoint and .Net technologies in connection with Microsoft server infrastructures. implexis’ customers include KLiNGEL, Jack Wolfskin, KIND Hörgeräte, OTTO, KAISER+KRAFT Europa
and Thomas Sabo. For further information, please visit www.implexis-solutions.com.
Contact us!
Ralf Bußmann
Business Unit Manager
Collaboration & Custom Solutions
implexis GmbH
Deutschherrnstrasse 15-19
D-90429 Nuremberg
T +49 911 27788 0
E [email protected]
www.implexis-solutions.com
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More informationen
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implexis GmbH
Deutschherrnstrasse 15-19
D-90429 Nuremberg
T +49 911 27788 0
[email protected]
www.implexis-solutions.com