Kapsch TrafficCom is a traditional company and a global player. Founded in 1892 as a family business, the company is now one of the most successful technology companies in Austria. The international orientation with many subsidiaries requires well coordinated processes. Smart, digital solutions support the specialist departments of the group in working hand in hand. In the legal department, otris software simplifies the administration and control of contracts, corporate documents and the associated legal processes.
Pushing forward with digitalisation.
Six departments spread over three continents – the Legal Department of Kapsch TrafficCom is internationally positioned. Up to now, the processing of procedures has worked digitally, but not on the basis of a central system. The self-developed solution, which used file servers and MS Sharepoint as a basis, was no longer up to date. The specialist department decided to purchase a modern state-of-the-art solution with expansion potential in order to advance the digitalisation of legal processes.
The new solution should globally standardise the filing system via a common database. Further requirements: More efficiency through clear user guidance, linking of contracts/documents to a project, structured recording of court proceedings, digital filing of all company law processes and expandability beyond the legal departments to other areas (e.g. finance).
Combination: contract and investment management.
An external team of consultants supported the legal department in the product selection and favoured the otris offering. Nicole Angeler, Head of Legal Commercial Law at Kapsch TrafficCom, recalls the result of the testing and research phase: “The otris solution had the highest degree of fulfilment of our requirements already in the standard software. Solutions for additional requirements were most competently commented on and presented. otris always communicated clearly what was possible and what was not, or gave reasons why something was not possible.” During the consultation meetings it also became clear that the combination of two otris products was the optimal solution for Kapsch TrafficCom: otris contract for contract management and otris corporate for investment management. The linking of the two solutions to form a complete system has a name in the otris product world: Corporate Housekeeping.
Individualisation
The group-wide introduction of new software inevitably requires adjustments. On the one hand, the organisational structure of the group must be mapped and rights management set up. On the other hand, there are tried and tested processes in every group that are rarely already implemented in the standard software. “Our adaptation requests were implemented with great care by otris consulting. In addition, the active and competent suggestions were helpful and helped us to achieve our goals without any detours,” Nicole Angeler summarises the conception phase.
Working productively.
The implementation of the system in the group’s IT infrastructure went smoothly. After rolling out the solution across all legal departments and a training phase, the employees started working productively. “The increase in transparency, the easy search option across the entire contract portfolio, the secure deadline monitoring and the project-related linking of all relevant data and documents – this convinced us and all users immediately after the go live,” Nicole Angeler recalls and adds: “In addition to these important basic functions, the system supports us in a whole range of other processes: The mapping of the group structure and the assignment of corporate documents simplify the administration of all legal processes related to a company. We can use the system to link court proceedings, projects, contracts and processes to the respective company. This facilitates the overall view of a case and its context.”
The corporate documents and legal processes of 70 companies with 88 associated investments, 113 boards and 340 mandates are managed with the otris solution. More than 50 employees use the system and benefit from greater transparency, clearer handling processes and simplified collaboration within the group. “Our digitalisation project has been a success,” sums up Nicole Angeler. “otris played a major role in this: a competent manufacturer of software solutions with an excellent understanding of its customers’ needs.
About Kapsch TrafficCom.
Kapsch TrafficCom is a globally recognised provider of traffic solutions for sustainable mobility with project successes in more than 50 countries. Innovative solutions in the application areas of tolling, toll services, traffic management and demand management contribute to a healthier world without congestion. With one-stop solutions, the company covers the entire customer value chain, from components and design to the implementation and operation of systems. Kapsch TrafficCom, headquartered in Vienna, has subsidiaries and branches in more than 25 countries and is listed in the Prime Market segment of the Vienna Stock Exchange (symbol: KTCG). In the financial year 2021/22, Kapsch TrafficCom had 4,220 employees and generated revenues of approximately EUR 520 million.
Picture credits:
The photos used (logo, banner, quote) were kindly provided by Kapsch or are Adobe Stock photos.
