Company Description

One of the leading universities of applied sciences in Switzerland, this institution excels in providing teaching, research, continuing education, and other services that are both practice-oriented and science-based. With a strong emphasis on practical application and scientific rigor, the university is dedicated to fostering innovation and excellence in various fields of study.

Problem Statement

The university faced the challenge of streamlining its business processes across the entire institution. The existing system relied heavily on internal orders and cost centers, which created complexities and inefficiencies in managing projects and financials. To enhance transparency, especially in demonstrating the allocation of funds from various sponsors, the university decided to consolidate its project management processes into a unified project task system. This shift aimed to simplify operations and provide clearer insights into funding sources and expenditures.

Solution That Was Implemented

To address these challenges, the university implemented a comprehensive project management system. The key components of the solution included:

1. Project System Implementation: The new system was designed to replace internal orders and cost centers with a streamlined project management approach. This involved configuring the SAP Project System (PS) module to manage all projects within the university, ensuring a more cohesive and integrated process.
2. Enhanced Transparency: The project system was configured to fulfill requirements for greater transparency. This included detailed reporting capabilities that allowed the university to clearly demonstrate which companies and sponsors provided funding, thereby improving accountability and trust with stakeholders.
3. Automated Processes: The system enabled the automation of accruals, ensuring that financial reporting and month-end processes were more efficient and accurate. This automation reduced the administrative burden on staff and improved the reliability of financial data.

Value Added

The implementation of the project management system provided significant value to the university:

• Improved Reporting: The enhanced reporting capabilities allowed the university to provide detailed and transparent reports to sponsors, clearly showing the flow of funds and their utilization. This improved the university’s credibility and strengthened relationships with its sponsors.
• Operational Efficiency: By consolidating project management processes into a single system, the university achieved greater operational efficiency. The elimination of redundant internal orders and cost centers simplified financial management and project tracking.
• Automated Accruals: The automation of accruals each month streamlined financial processes, reducing manual effort and minimizing errors. This ensured that financial reports were timely and accurate, providing better insights for decision-making.

In conclusion, the university's shift to a unified project management system has significantly streamlined its business processes and enhanced transparency with its sponsors. By implementing the SAP Project System module, the university has improved operational efficiency and financial reporting, ensuring that it can continue to provide top-tier education and research services while maintaining strong relationships with its sponsors.

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