Digitalization of the Specification Preparation Process for Modular Homes
The Challenge
Time-consuming and error-prone specification creation process
The company struggled with a manual, multi-stage process for creating technical specifications for modular homes. Lack of standardization, communication issues between departments (sales-technology), and time-consuming preparation of client documentation in multiple language versions.
Key challenges:
- Manual specification creation took 4–6 hours per order
- No consistent database of models and elements available in the offer
- Communication problems – client questions and technologist responses scattered across emails
- Difficulties managing specification versions and their changes
- No multilingual support for foreign markets (Germany, English-speaking countries)
- Time-consuming preparation of technical drawings and their approval
The Solution Process
Comprehensive digitalization of the specification process with multilingual support
Development of an advanced application automating the entire process – from order intake, through model configuration, PDF specification generation, question and drawing management, to electronic approval. The system includes multilingual support (PL/EN/DE) and integration with the ERP system.
Process analysis and design
Detailed analysis of the specification creation process, development of SIPOC and design of the application architecture taking into account all workflow stages
3 weeksDatabase construction
Creation of comprehensive databases: house models, equipment elements, colors, categories, questions, and many-to-many relationships between elements
4 weeksBusiness logic implementation
Creation of element exclusion mechanisms, automatic price recalculation, order status management, and specification version control
5 weeksDocumentation automation
Implementation of PDF specification generation, automatic email sending, technical drawing management, and their approval
4 weeksMultilingual version
Translation of the entire application into German and English, document adaptation, and preparation of dedicated views for foreign markets
3 weeksIntegration and deployment
Integration with the ERP system (Enova), final testing, user training, and system rollout in the sales and technology departments
5 weeksActions Taken
Specification management system
A comprehensive application for creating, editing, and managing specifications with automatic PDF document generation and version control
Product knowledge base
A central database of house models and equipment elements with an automatic exclusion and component dependency mechanism
Communication and questions system
A module for managing client questions with automatic assignment to technologists, status tracking, and communication history
Multilingual support
Full translation of the application and documents into German and English with automatic currency adaptation and market-specific settings
ERP integration
Automatic transfer of approved specifications to the Enova system with proforma generation and data synchronization
Results Achieved
Key metrics
Specification creation time
Errors in specifications
Response time to questions
Export sales
Business benefits
- Dramatic reduction in specification preparation time from 4–6 hours to 30 minutes
- Elimination of configuration errors through exclusion mechanisms
- Central product knowledge base accessible to the entire organization
- Multilingual support enabling expansion into foreign markets
- Full automation of email communication and document generation
- Real-time change tracking and specification version control
- ERP system integration eliminating double data entry
- Question management system streamlining sales-technology communication
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