Digital Transformation – berlinovo’s groundbreaking migration success

In an increasingly digital world, a modern IT infrastructure is no longer a luxury but a necessity. A prime example of this is berlinovo’s successful SAP S/4HANA^® migration. This project not only introduced a future-proof ERP system but also laid the foundation for a far-reaching digitalization project. S/4HANA^®, the latest generation of ERP systems, offers a powerful in-memory database that enables real-time analysis and transactions. What were the key aspects of the project, and what benefits did it bring? And why is this migration just the first step on an ambitious path toward extensive digitalization? This article will explore these questions and more.

Starting point & challenges

According to the 2024 Digitalization Study by ZIA and EY Real Estate^[1], many companies in the real estate industry face similar challenges: labour shortages, non-transparent data structures, and insufficient data quality remain the biggest hurdles. Additionally, global and ever-present challenges like climate change and economic crises add complexity. berlinovo, a leading, forward-thinking property management company, puts the needs of its employees and customers at the centre of its actions. The company takes a holistic approach to market challenges, which led it to develop a comprehensive digitalization strategy. The starting point was modernizing its existing ERP system. The previous system could no longer fully meet the growing demands for data quality, performance, and transparency. For berlinovo, migrating to SAP S/4HANA^® was the logical step. The new, modern system serves as the springboard for further extensive digitalization initiatives. Metaphorically speaking, it is the engine for future plans. This strategic move ensures berlinovo is well-positioned for the future, turning challenges into opportunities.

Planning & Preparation

The migration to S/4HANA^® was a complex project that required careful planning and close, successful collaboration between PROMOS and berlinovo’s specialized departments. Stefanie Karg, Project Manager at PROMOS, explained: “The cooperation was excellent from the start. Both teams communicated continuously and worked closely together to ensure every phase of the migration went smoothly. An essential step was setting up a sandbox environment that mirrored the productive system exactly. This allowed us to thoroughly test all aspects of the migration and ensure that ongoing operations would not be disrupted.” The structured approach, involving development, quality assurance, and productive systems, formed the basis for a seamless and successful transition.

A Transition with Precision

The actual migration process involved replacing the existing database with the powerful HANA database. This step was crucial as it provided the foundation for improved data processing and faster reporting functions. The financial migration, including asset accounting and controlling, was particularly challenging due to the interconnectedness of these areas and the need for precise accuracy. Karg described the process impressively: “It was an intensive phase full of testing and close collaboration with users. Together, we meticulously reviewed every step to ensure that the balance sheet data matched exactly before and after the migration. This attention to detail significantly contributed to the success of the migration.” A key moment in any migration is the Go-Live, when the old systems are shut down, and the new productive ones go live. Every detail must be correct to ensure uninterrupted operations. This phase was executed with utmost precision, enabling a smooth transition without significant interruptions. Thanks to the dedicated teams on both sides, the transition was a complete success.

Technological innovations & migration results

The migration to S/4HANA^® served as a springboard for berlinovo’s ambitious digitalization initiative – but even on its own, it brought numerous benefits. With the new system, the company now benefits from a digital, connected platform for all business processes. Key improvements at a glance:

Intuitive user interface: The Fiori^® Launchpad provides quick and clear access to tasks. The modern, user-friendly design enhances efficiency and reduces training times.
Optimized processes & increased efficiency: Especially in accounting and finance, automated and streamlined workflows contribute to more efficient management.
Higher data quality & transparency: The central HANA database enables unified data management, more precise reports, and better decision-making. Redundant processes are eliminated, and data integrity is significantly improved.
Futureproofing & flexibility: The powerful system architecture prepares the company for future technological and financial developments, allowing agile adaptation to new market demands. New applications or extensions can always be seamlessly integrated into the new S/4HANA^® system.

With the implementation of this high-performant system, an essential cornerstone was laid. Immediately after the successful completion of the migration, the next project was launched. This project focuses on key digitalization goals such as the extensive digitalization of processes, efficiency enhancement, interface avoidance and minimizing manual work steps. André Kuhles, IT Director at berlinovo and Project Lead, shared his perspective: “The introduction of S/4HANA^® allowed us to fundamentally improve our data structures and make our system more powerful. This is a crucial step to continue meeting the demands of the real estate industry in the future.” He also highlighted further advantages of the project: “The migration to S/4HANA^® not only advanced us technologically but also transformed the way we work. Our processes have become significantly more transparent and efficient. This has already relieved pressure on our teams and increased employee satisfaction.”

Conclusion & outlook

berlinovo’s successful S/4HANA^® migration demonstrates how digital transformation can be implemented in the real estate industry. Through targeted planning, close collaboration, and strong change management, significant benefits were realized, offering a best-practice example for other companies. A key success factor was the close cooperation and high commitment of both teams. The migration was just the beginning. With the new infrastructure, berlinovo is already implementing numerous additional digitalization projects. Mobile, workflow-supported processes are also planned. berlinovo’s smart and holistic digitalization strategy forms the foundation for a sustainable, digital future.

What opportunities could a successful S/4HANA^® migration open up for your company? The answer lies in the willingness to take bold steps toward digitalization.

Source:

https://zia-deutschland.de/pressrelease/digitalisierungsstudie-2024-von-zia-und-ey-real-estate-digitalisierung-bleibt-zentraler-fortschrittstreiber-in-ki-steckt-revolutions-potenzial-fur-die-immobilienbranche/

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