Grupa Żywiec: Business Process Transformation with the AMODIT Electronic Document Workflow System
Introduction
Grupa Żywiec is one of the largest beer producers in Poland, with a rich history dating back to the 19th century. The company was established in 1998 as a result of the merger between Zakłady Piwowarskie w Żywcu S.A. and Brewpole B.V., making it one of the key players in the Polish beer market. The Group includes five breweries located in Żywiec, Warka, Elbląg, Leżajsk, and Cieszyn. Its portfolio features well-known beer brands such as Żywiec, Warka, Tatra, Desperados, Leżajsk, and Heineken. As part of the global Heineken group, Grupa Żywiec benefits from international expertise and production standards.
Challenges Related to the Lack of an Electronic Document Workflow System
Before implementing an electronic document workflow system, Grupa Żywiec faced a number of challenges related to traditional, paper-based document management.
Time-Consuming Processes
Manually transferring documents between departments extended the time required to complete key business processes.
Risk of Errors and Document Loss
The paper format of documents increased the likelihood of them being lost or of errors occurring during manual data entry.
Lack of Transparency and Monitoring Difficulties
Tracking the status of documents and their approval stages was challenging.
Decision to Choose the AMODIT System
Faced with the above challenges, Grupa Żywiec sought a solution to streamline document workflow within the company. The choice fell on the AMODIT system, which was initially intended to handle only purchasing agreements.
We were looking for a tool to manage purchasing agreements. It later turned out to be a useful solution for handling invoices as well, and today it supports many internal processes within the organization.
The flexibility and adaptability of AMODIT to various business processes were key factors in choosing this system.
Areas of Use for the AMODIT Electronic Document Workflow System at Grupa Żywiec
After implementing AMODIT, Grupa Żywiec began using the system across various areas of its operations.
Approval of Purchasing Agreements
The AMODIT system enables efficient registration, verification, and approval of purchasing agreements within an electronic document workflow. With clearly defined approval paths and the ability to assign responsibility at each stage of the process, the company has gained full control over the lifecycle of purchasing documents.
Contract Signing
The implementation of an electronic signature integrated with the document workflow system allowed Grupa Żywiec to move away from physical document signing. The signing process is now fast, secure, and can be completed remotely, significantly accelerating the conclusion of contracts with business partners.
Invoice Workflow
The electronic invoice workflow enabled faster processing, error reduction, and better control over payments. Thanks to the automation of invoice approval and routing to specific departments and individuals, delays were eliminated and the risk of late payments was minimized.
Schedule Approval
The system streamlined the schedule approval process, ensuring transparency and access to up-to-date information for all relevant parties. Document workflow in this area has been simplified, and employees now have constant visibility into schedules.
Policy Approval
For internal policies—such as work regulations, health and safety rules, or organizational guidelines—AMODIT enables electronic approval by the relevant departments and decision-makers. As a result, every policy update is delivered in an organized manner to all stakeholders, and the process aligns with the company’s internal procedures.
Internal Documents
In addition to contracts and policies, the system supports the approval of a wide range of internal documents such as procedures, instructions, corporate guidelines, and compliance-related materials. The electronic document workflow ensures that no important document is overlooked.
Key Benefits of Implementing the AMODIT Electronic Document Workflow System
The implementation of AMODIT brought a range of benefits to Grupa Żywiec.
Elimination of Paper Documentation
Switching to electronic document workflow significantly reduced paper consumption, which is beneficial from both an environmental and economic perspective.
Shortened Process Execution Time
The automation of document workflow helped accelerate numerous business processes, boosting the company’s operational efficiency.
Increased Employee Convenience and Satisfaction
The electronic document workflow simplified daily tasks, which in turn positively impacted employee comfort and satisfaction.
We are truly a large organization, and just imagine—before the AMODIT era, documents were signed manually. Now, we have electronic signatures, so the processes have become much faster and far more convenient for all employees involved.
Collaboration with Astrafox – the Developer of the AMODIT System
The success of the electronic document workflow system implementation is also reflected in the quality of collaboration with the Astrafox team, responsible for the development and deployment of AMODIT. As Alicja Roziewicz emphasizes, this relationship is built on partnership and genuine support in day-to-day operations.
We are satisfied with our collaboration with Astrafox and their consultants. Of course, we benefit from service support, which we are very happy with, but I must also say that we truly value their support in our development processes.
What sets Astrafox apart from other providers is their flexibility and openness to the client’s needs. While Grupa Żywiec independently creates new processes and rules within the system, in more complex cases they can always count on expert support. The implementation of the AMODIT electronic document workflow system at Grupa Żywiec turned out to be a milestone in the company’s digitalization and automation journey. With the help of the tool, it became possible to significantly reduce document circulation time, eliminate paper versions of documents, improve control over process execution, and streamline the daily work of teams.
When asked whether Grupa Żywiec would recommend AMODIT to other organizations, Alicja Roziewicz’s answer leaves no room for doubt.
We wholeheartedly recommend AMODIT. The tool has truly streamlined many processes within our organization.
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