Harald Büchel
Principal Consultant at KUMAVISION
Reference processes are considered one of the most important success factors in ERP projects. They accelerate implementations, reduce risks, and create transparency across complex processes. Jens Fröhlich and Harald Büchel, Consultants from the portfolio management department of KUMAVISION explain in an interview the idea behind reference processes and how ERP projects lose their terror as a result.
What exactly are reference processes?
Reference processes are proven Best PracticeThese processes are derived from the knowledge gained from over 3.000 successful customer projects. Reference processes map the entire value chain within a company: from quotation and purchasing through manufacturing and logistics to quality assurance, service, and financial accounting. In addition, reference processes also take industry-specific requirements into account. For example, in medical technology, the reference processes are aligned with the regulatory requirements of the MDR, FDA, and ISO standards.
Why do reference processes play such a big role?
This pre-configured process foundation provides orientation, reduces complexity, and offers companies a reliable starting point for their digital transformation. Companies don't have to reinvent the wheel; instead, they can rely on processes that have proven successful day in and day out at dozens of companies in the industry.
As part of the implementation, the customer receives not only a pre-configured ERP environment, but also practical data packages that allow for realistic process simulation and testing. This accelerates the transition from theory to application – without empty systems or abstract examples.
Jens Fröhlich
Principal Consultant Operations – Portfolio Management MEDTEC
How is a reference process created?
The ERP system forms the core of our customers' process landscape, and as an ERP partner, we are fully aware of this responsibility. When defining reference processes, we combine industry expertise with best practices. Our focus is always on continuously generating added value for our customers. A collaborative exchange is essential, which is why we have created formats such as user groups at the customer forum and the Innovation Circle. As a long-standing Microsoft partner, we ensure that our processes are built on a future-proof platform.
How do reference processes facilitate ERP implementation in demanding industries such as medical technology or plant engineering?
Implementing an ERP system is particularly challenging in both sectors. Medical technology companies must comply with regulatory requirements, map high-quality processes, and ensure end-to-end traceability. The reference processes in our industry-specific ERP software, KUMAVISION medtec, address these challenges.365 These requirements are already met, including multi-stage release processes according to 21 CFRpart11, document control, UDI management, test plans, CAPA processes or serial number history.
In plant engineering, other aspects take center stage: long project durations, complex assembly processes, and the interplay between design, project planning, and procurement. The ERP industry software KUMAVISION factory365 It provides pre-configured end-to-end processes that cover topics such as CAD integration, project structure plans, or milestone planning.
The decisive advantage: Companies do not work with an "empty system", but with tried and tested models that reflect real processes.
What about customizations? Is that even possible?
Standardization through reference presses and individuality are not mutually exclusive. A clear standard creates stability and reliability. This makes it easier to discuss individual requirements in a targeted manner: We don't conduct discussions about individual requirements from scratch, but rather based on established reference processes.
How do companies benefit from reference processes in their daily operations?
Reference processes create advantages at various levels, both for day-to-day operations and for strategic decisions.
1. Become productive faster
With SmartStart, we deliver a pre-configured ERP system that already includes complete process chains. Only your own master data needs to be added. This makes ERP implementation possible in just a few months, as numerous customer examples demonstrate.
2. Create stability and transparency
Reference processes map clear end-to-end workflows, from the initial offer to delivery or final acceptance. In medical technology, this means, for example, end-to-end traceability or audit trail functionalities. In plant engineering, they create transparency regarding budget, resources, progress, and quality processes. Especially in complex, often long-term projects, the resulting transparency is a genuine competitive advantage.
3. Structure knowledge and facilitate collaboration
Standardized processes, clear documentation, and process visualizations support training and make procedures understandable for new employees. Theory and practice mesh more easily. When all employees are familiar with the ERP system and enjoy working with it, cross-departmental collaboration is significantly strengthened.
What makes KUMAVISION's approach special?
Three points characterize our approach:
1. Industry focus and experience:
Our industry solutions such as KUMAVISION medtec365 or factory365 Our reference processes accurately reflect real-world requirements. They are highly mature and have been proven in dozens of practical applications.
2. Platform strength through Microsoft Dynamics 365
The seamless interaction or integration of ERP (Business Central), Business Intelligence (Power BI), AI (Copilot and Azure), DMS and ECM systems, and Office applications (Microsoft) 365, Outlook, Teams) ensures user-friendly and consistent processes in companies.
3. Support throughout the entire life cycle
With our KUMAcare and KUMAfoundation services, as well as events, webinars, and training programs, we continuously support companies in developing their process landscape, ultimately strengthening our customers' competitiveness. The Software-as-a-Service (SaaS) operating model offers valuable innovation impulses through monthly updates, which we jointly translate into business cases with real added value.
Conclusion
KUMAVISION's reference processes are more than templates; they are a strategic tool to accelerate ERP implementations, place individual processes on a solid foundation, and minimize project risks.
Standardization is not a contradiction to individuality. Rather, it is a prerequisite for companies to be able to shape innovation in a targeted way.
