Steinbeis Papier Launches Power Platform Strategy with Digital Pilot Project

In order to replace multi-cell, paper-based processes and systematically leverage efficiency potential, Steinbeis Papier GmbH was looking for a high-performance platform for digitalization, automation and workflow management. The aim was to make processes more flexible, create transparency and build a technical basis with which further applications can also be implemented independently in the medium term.

The previously paper-based packaging and approval process was deliberately chosen as a pilot project . In this process, applications were created and shared manually, and since several people had to approve one after the other, it was often unclear where a request was at any given time or how long individual process steps would take. The use case was therefore ideal for evaluating the Microsoft Power Platform under real conditions, gaining initial experience and creating the basis for a long-term digitalization strategy.

Before Steinbeis Papier reorganized its processes digitally, the packaging and approval process was characterized by numerous manual steps. Applications were filled out on paper, passed on by e-mail or physically carried from department to department. For the employees, this meant one thing above all: a lot of effort and little clarity.

In everyday life, this process led to a number of challenges:

• Lack of transparency about the status of an application
• Unclear which person is currently responsible
• No way to evaluate processes or systematically identify bottlenecks
• Long waiting and throughput times, as applications often get stuck “on the way”
• Media discontinuities between paper, e-mail, PDF forms and filing systems
• High manual effort that tied up valuable time and resources

Developed together with itmX Steinbeis Papier is a customized power app that maps the entire packaging and approval process digitally, transparently and consistently. The decision in favor of this solution was no coincidence: Steinbeis Papier is deliberately aligning its digitization strategy with the Microsoft Power Platform in order to be able to modernize processes quickly, flexibly and with little development effort. Today, the new app fits seamlessly into this strategic orientation and makes optimal use of existing Microsoft 365 licenses.

Today, the modernized process solution replaces all paper- or e-mail-based processes with a clearly structured digital workflow, thus laying the foundation for a modern and efficient process landscape. At the heart of the solution is a central digital form that records all applications in a uniform manner. They are then automatically forwarded to the responsible approvers – without manual follow-up, without detours and without media breaks. Each person involved knows exactly when it’s their turn.

Another significant advantage is real-time transparency: Employees can see at any time what phase an application is in and who is currently responsible. In addition, clear evaluations and process analyses make it possible to identify bottlenecks at an early stage and continuously optimize processes.

At the same time, the app was developed in such a way that it not only digitizes the current process, but alsoserves as a scalable basis for further digital use cases. New forms, additional approval processes or additional automations can be quickly integrated – a clear advantage of the strategic decision to rely on the Microsoft Power Platform.

As mentioned earlier, in addition to the technical implementation, another focus was on building up expertise within the company. In order to enable Steinbeis Papier to implement its own requirements in the long term, targeted training courses on the Microsoft Power Platform were conducted. This allowed employees not only to use the application, but also to develop an understanding of the structure, logic and possibilities of the platform.

Just a few weeks after the go-live, it became clear what a difference the digital solution makes in Steinbeis’ day-to-day work. Throughput times have been significantly reduced, as applications are now automatically forwarded to the next person responsible without delays. At the same time, long idle times are a thing of the past, because the automated forwarding ensures that no application goes unnoticed and processes remain in continuous motion. Today, employees can see at any time what status an application is in and who is currently responsible for processing it. This clear visibility not only ensures better collaboration, but also a greater sense of responsibility along the entire process.

In addition, the introduction of the central app now also provides structured evaluations and KPIs that enable data-based process optimization. In concrete terms, it can be used to identify bottlenecks, shorten decision-making processes and thus derive potential for improvement in a targeted manner. At the same time, teams benefit from standardized approval processes that ensure greater consistency and minimize sources of error. The new solution also forms a scalable technical basis on which Steinbeis Papier can digitize further forms, applications and approval processes. A sustainable step towards a consistent, future-proof process landscape.

As part of this pilot project, it became clear what potential the Microsoft Power Platform offers for Steinbeis Papier GmbH. At the same time, it became clear that building robust, mission-critical applications requires experience, clear structures and the use of proven best practices.

Based on these findings, further use cases have already been identified. Steinbeis Papier and itmX are currently working together to develop a suitable approach to implement future applications efficiently, securely and sustainably. Thanks to the flexible structure of the Microsoft Power Platform, these scenarios can be quickly expanded and implemented without much development effort. With a clear division of roles between in-house work and external expertise.

Steinbeis Papier’s deep integration with Microsoft 365 is particularly valuable: The app can be used directly with existing user accounts without having to introduce additional license costs or new systems. At the same time, it forms a reusable and scalable technical basis on which future applications can be built efficiently. In this way, Steinbeis not only creates transparency and efficiency in the here and now, but also lays the foundation for the continuous, long-term digitalization of other business processes.

Steinbeis Papier GmbH is a company of Steinbeis Holding. Under the umbrella of the holding company, various companies from the segments of ecological paper production, the circular economy and environmentally friendly energy generation are united. These include specialists in recycled paper and plastics recycling, waste paper and residue processors, state-of-the-art power plants as well as biogas plants and solar and wind farms. For each of these companies, sustainability is an integral part of the business model.