Best practice consulting

Get rid of armchair decisions: a solution concept based on best practice

The shift from isolated applications to a consistent digital integration of procurement processes requires a high level of transformation capability, both in terms of technology and organizational processes – all the more so if the SAP system is to play an even more important role in service procurement in the future. Our consulting approach is based on many years of project experience with guiding companies through the analysis of their existing structures, processes and available software solutions, the development of target processes and the elaboration of a best practice solution concept.

Mission “Digitization of the process landscape”

When it comes to organizing processes across departments and systems in a coherent and consistent way, some bridges need to be built and transformation efforts need to be made. In this case, especially in the field of service procurement, some specifics have to be taken into account which are predetermined or limited by the possibilities offered by SAP system.

Scrutinize and point out consequences

The centerpiece of the FUTURA best practice consultancy is the so-called preliminary project. At this stage, we concentrate on the joint elaboration of a detailed basis for the solution concept within a reasonable period of time.

  • A well-documented pre-analysis has proven useful for a purposive workshop start and discussion. It summarizes interview results and the analysis of the documents provided. In addition, it contains initial optimization approaches which are transformed into vivid process graphs.
  • We attach great importance to discussing and systematically analyzing requirements together with you. In doing so, we always scrutinize the requirements in order to work out the essential criteria. In the context of the overall process, many new aspects often arise during discussions with our clients. It is crucial to work out the strengths and weaknesses of processes as well as their respective causes and to align them with the project goals on an ongoing basis.
  • The preliminary study therefore continues the pre-analysis accordingly. This ensures that all those involved in the project can draw on a complete documentation on a uniform basis – changes and additions are also included in the preliminary study and ultimately culminate in the solution concept. It contains in detail the individual processes and requirements on the client’s side which are to be mapped in FUTURA. It also includes a description of how the different systems are technically interconnected and how the data is to be integrated among them.
Bridge between two worlds

The very distinction between material and service procurement in terms of structures in the SAP system has significant consequences, for example, when it comes to the integration of AVA processes which are used in the tendering, awarding and billing of construction and services. Nowadays, in order to avoid this complexity, services are often ordered via material items with the service specification attached in the form of a PDF file and then billed manually on paper (invoice and measurement).

If efficiency, transparency and consistency in conjunction with SAP are a high priority, the process must be improved and optimized.

But the question is how?

  • Extend SAP by customizing?
  • Connect an AVA system with individual interfaces?
  • Assemble smaller auxiliary programs to obtain a larger solution?

Implementing individual solutions entails considerable effort and high costs and, moreover, it requires maintenance costs that should not be underestimated. Our best-practice approach takes a different route. We introduce standards at the center of the SAP world by means of integration modules which entail low maintenance effort and high economic efficiency.

Guidance and recommended procedures

It sounds easy: requirements precede the solution. And yet, this step is often a challenge for project coordinators. A digitized procurement process often requires the development of common structures, and this becomes more difficult when familiar functions are at the forefront. So, when dealing with digitization projects, it is important to “free yourself” first and, if possible, to treat your own requirements abstractly.

We ask and scrutinize a lot. We do this by means of proven methods and tools – and we believe that this is the key to bringing together standardized process workflows on the one hand and company-specific conditions on the other.

  • Where do individual steps take an exceedingly long time and why?
  • When and where is a manual process triggered and what are the reasons?
  • Who works with which system today?
  • What about the compatibility of different data structures and processes?

Only in this way can it be ensured that the newly defined processes and workflows will be helping to optimize business processes – instead of only addressing symptoms. We sensitize our clients for aspects that have not yet been considered, and provide decision-making aids for resulting process alternatives.


SAP and standardization

SAP sets the pace. We have more than 35 standardized integration modules for process networking with SAP. The task at hand during the preliminary project is to create the process design and to use these modules to assemble the process flow as required by the client. The workflows are also standardized and modeled in the spirit of best practice. Thanks to the workflow engine, they can be flexibly configured for the needs of company-specific circumstances.

We provide an overview and clarify questions such as:

  • What options does SAP have for service procurement?
  • What are the functional limits of the SAP system?
  • What needs to be done to ensure compatibility of data structures and processes?
  • How will the transition to SAP S / 4HANA affect the procurement process?

Learn more about best practice which is our end-to-end guideline:

How does the FUTURA method, with its integration of data, processes and systems, pave the way for simpler and workflow-driven collaboration among all stakeholders

With IT and industry-specific know-how, Futura Solutions has helped us to open up – to detach ourselves a bit from the status quo and our existing requirements. Generally, to get a feel of what we really want. The preliminary study provides a very good basis for decision-making.

What are your central goals?

  • Make tenders more efficient

    Standardized and automated tendering process and automated price comparison

  • Gain full control over orders and billings

    Documented and standardized ordering and billing processes

  • Real-time controlling by means of an active change order management

    Adjustment and change of orders for a real-time controlling and management options

  • Increase transparency in billing

    Overview of who did what and when at any time

  • Delegate the task of service entries to the service provider

    Access to data recorded by the service provider

Portrait Hartmut Schwadtke
Please feel free to contact me for more information

Hartmut Schwadtke, Managing Director
by e-mail to
or if you wish by phone at +49 611 33 460 300
or simply make an appointment with me directly via Bookings


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