Case Study

Optimization and Standardization of IT Controlling at SWE Digital GmbH

Challenges

Increasing complexity in calculating IT services
Lack of transparency and funcionality for controllers/customers
Excel reaches its limits in cost calculation

Results

Transparent calculation of IT services through a powerful tool
Scenarios can be calculated in seconds
IT Controlling advises corporate group competently and data-driven

Company

SWE Digital GmbH, with just under 100 employees, provides digital support for all 16 companies within the Stadtwerke Erfurt Group with around 1,800 employees, as well as for other external customers. They are responsible for over 1,000 IT workstations and around 800 mobile devices.

As an IT shared services company within the Stadtwerke Erfurt Group, SWE Digital GmbH is the backbone of digitization across the entire corporation. The mixed service provider for software applications and IT infrastructure solutions uses Serviceware Financial to ensure proper calculation of services, target/actual comparisons throughout the year, and scenario analyses and business cases for strategic investment decisions.

Challenge

At the start of the project, SWE Digital's IT controlling faced a variety of challenges, which were primarily characterized by increasing complexity in the costing of IT services and a lack of transparency and functions for controllers and customers. The existing calculation tool Microsoft Excel could no longer handle the increasing requirements.

Solution

From vicarious agent to expert consultant

By transferring the calculation logic into an IT Financial Management solution, all requirements could be covered and new potential could be tapped using standard FM functions. The calculation logic for IT services is now mapped in Serviceware Financial and importing all data and information ensures absolute transparency.

Last but not least, Serviceware Financial helps the controller fulfil his role in the company - from being a vicarious agent to a valued consultant.

“With Serviceware Financial, you can quickly create scenarios and prepare decision templates. This way, we offer customers the highest degree of transparency regarding the services they purchase and enable them to influence their costs.”

Hannes Mackowiak

Senior IT Controller at SWE Digital GmbH

Results

Sustainable calculation of IT services through a powerful tool
The calculation tool creates a new standard of transparency
Scenarios can be calculated and decision templates can be prepared in the blink of an eye
Customers receive transparent invoices in which all services are listed
IT Controlling reinforces its expertise in providing data-based advice to the corporate group