As part of its digital transformation and process optimization strategy, the group sought to significantly reduce its paper consumption, which is high in this sector. Large volumes of documents, particularly mission and repair orders, circulated between sites, and slow approvals combined with limited traceability were creating bottlenecks in day-to-day operations. In 2023, Olivier Carbon, CFO of HENRI FRAISE FILS & Cie, was approached by the local DocuWare partner. Impressed by their structured approach and industry insight, he entrusted them with implementing a document management system. The project officially launched in early 2024. DocuWare was selected for its comprehensive functionality, particularly its advanced workflow automation, which streamlines document validation across departments such as Accounting, Purchasing, and HR.
Deployment began in early 2024, focusing first on the digitalization of 5,000 mission orders across all sites. A full-time project manager was hired and trained on DocuWare to oversee the implementation. The DocuWare partner supported the team from start to finish: mapping processes, configuring the system, drafting procedures and conducting project reviews. “We’re very pleased with the partner’s support,” says Carbon. “They provided a real transfer of knowledge and today we’re fully autonomous in managing DocuWare.” The results were quickly visible. Around 100 employees, including 50 approvers, now use the tool daily. “We’ve fully digitalized mission orders,” Carbon explains. “This represents a substantial gain in time and productivity.” The scope of the system soon expanded to include machine location tracking and repair orders (ROs).
Previously, approvals were largely paper-based and slow, especially for parts purchases. With automated workflows, approvals now proceed quickly between departments and sites, communication is smoother and overall governance has improved. Digital document management also enhanced tracking and reporting, providing managers with clearer insights for decision-making. Olivier Carbon notes that the DMS project has strengthened communication between teams. “Meetings are now focused on planning,” he adds. An API integration with ERP IRIUM now provides a real-time overview of repair orders, streamlines parts ordering and optimizes scheduling. The second project phase, currently underway, focuses on digitalizing internal purchase requests, linked directly to repair orders.
