Serviceplan Group Use Case

Implemented Axxerion modules

Ticket system

Asset management

Workplace (incl. Sensors)

Space management

Maintenance

Contract management

Reservation management (incl. Catering)

Key management

Reportings

„Axxerion won our selection by a wide margin. Just because of the operator interface and the clear presentation of complex data“.

Director Smart Solutions, Serviceplan Group

Who is Serviceplan Group?

Industry

Advertising & marketing services

Key figures

Agency founded in 1970
23 locations in a total of 34 countries worldwide
Cooperation with over 40 specialized agencies
over 5,000 employees* worldwide

The Serviceplan Group is the largest independent, partner-led agency group in Europe. Founded in 1970 as a classic advertising agency, Serviceplan quickly developed the concept of „House of Communication“ – The only fully integrated agency model in Germany to date, which combines all modern communication disciplines from the areas of creative and content, media and data as well as experience and commerce under one roof: brand strategists, creatives, experience designers, media, marketing technology and CRM experts, data scientists, market researchers, PR consultants or sales professionals.

With 22 of its own locations and other partnerships, the Serviceplan Group is represented in a total of 34 countries worldwide and all major economic areas. The precise interaction of the more than 40 specialist agencies from the three agency brands Serviceplan, Mediaplus and Plan.Net makes the Serviceplan Group the leading agency group for innovative communication.

Challenges

What challenges existed before the introduction of CAFM?

With the strong growth of the Serviceplan Group and the move to a larger building, large-scale digitalization was further advanced. Above all, the company’s inventory had to be clearly displayed, for example in order to know exactly where a corresponding item is located in the house.

The many contracts should also be maintained centrally in a CAFM system, thus enabling responsible employees*s to access them quickly.

The previous CAFM tool used by Serviceplan before the introduction of Axxerion was „very difficult to use“ and therefore could not fully meet the requirements, reports Ms. Katalin Sebök (Director Smart Solutions, Serviceplan Group). For this reason, they worked together to find another software solution that would more clearly illustrate the internal processes.

The solution

What problems does Axxerion now solve at the Serviceplan Group?

„Implementation is already greatest in the modules for internal reservations and catering booking“, says Ms. Sebök. Here, people had high standards. Accordingly, much work has been done on the individual functions. The modules are mainly used to reserve conference and meeting rooms. External interested parties with a high quota of requests are granted their own access. The Activity-Based Working concept does not currently allow for the booking of workstations, but is prepared for release. In the catering sector, the catering company operating in the house has the opportunity to process the orders placed in Axxerion and pull related reports.

Other modules, such as the ticket system or maintenance, “are currently being implemented”, according to Ms. Sebök. These are currently being built up step by step in order to be able to derive just as good benefit from the functions.

Axxerion’s ticketing system is also used by external service providers, especially in the area of maintenance and repair. This ensures the direct flow of information and ensures rapid resolution of requests.

A special feature of the agency group is the connection of the Workplace solution from Crem Solutions. This allows the analysis of the areas through the use of different sensors in conjunction with Cobundu’s Workplace booking interface. This makes it possible for service plans to respond to changes in land use and land requirements in a cost-effective, short-term and needs-based manner.

In the implementation so far, together with mavorest, many ideas and innovations that have not yet been implemented by other customers have already been implemented.

The result

What are the results of the CAFM rollout?

“It was already difficult for the colleagues* of the CREM team (formerly FM) to adapt and do everything in one tool.” explains Ms. Katalin Sebök. But this is also mainly due to the fact that no CAFM tool has been used on this scale before. Currently, some modules are still being implemented and work is underway on further process optimization. However, the modules that have already been fully introduced are very well accepted and used by all users.

Axxerion is a great help, especially when mapping inventory.
Given the size of the business, it is often difficult to keep track of the quantity and location of the various items in the house. Here, Axxerion supports, among other things, in conjunction with QR codes, as this allows the items to be located and scanning can immediately create an order in the ticket system.

Axxerion also makes the contract module easier to work with. Here, for example, the expectations of the annual costs from the contracts are sent to the accounting department with „one click“.

Experience & Recommendation

What experience has been gained during the introduction of Axxerion?

Ms. Sebök has clear recommendations when it comes to introducing CAFM software.
„Sometimes the project looks like a Rubik’s Cube (magic cube). You rotate in one place and one side looks great and then another place looks completely different again“, she describes the implementation to us. Therefore, it is important to allow sufficient time for system setup and to be clear about what can and should be mapped.

Especially if you want to connect other solutions, such as Workplace, to the system, you have to expect that the schedule will shift slightly back from time to time. „This is of course normal when many people are working on a project and when hardware is suddenly no longer available on the global market and delivery times shift“. In addition, as the process progresses, you repeatedly notice „we need to go a little deeper“ and revise processes and functions in the individual modules.

You also need some IT knowledge during implementation and should regularly exchange information about requirements, wishes and the current status. Not only with the respective consultants, but also with their own team. At the Serviceplan Group, many employees* work in the CREM team who have not previously had contact with a CAFM. Therefore, you have to take the time to pick up all colleagues* and communicate all steps clearly.

In their own CAFM project, all wishes and requirements were discussed and compiled together. The solutions offered on the market were screened and, together with the colleagues*, a pre-selection was made, consisting of three providers. Ms. Sebök tells us that during the preliminary discussions, it was already filtered out „what suits us as a company“. Finally, the „Heavy Users“ of the system were used to evaluate which provider could best represent all of the agency’s requirements. Here they decided together on Axxerion. „The colleagues* have all decided, not just one person alone.“, says Ms. Sebök.

Experiences with Axxerion

Regarding the experience with Axxerion, Ms. Katalin Sebök tells us: „It takes a while to see the advantage and until the full product is usable. But you can see these the better the tool is set up.“

Axxerion has facilitated many of the Serviceplan Group’s operations. Among other things, pre-ordering the catering by Axxerion or working with the house’s controlling is possible and much easier than before.

„After the initial shock at the power of the system, everyone is very satisfied.“ says Ms. Sebök with a laugh. „Axxerion definitely won us over because it’s modern and seemed to be the best to use.“

Use Case Serviceplan Group