ERP Implementation at Expomobil GmbH

As one of the world’s leading companies, Expomobil has been a staple in the exhibition construction sector for well over 30 years. As an outspoken specialist in high-quality floor coverings, exhibition furniture, and lighting, Expomobil offers the right products, know-how, and a powerful service portfolio to succeed in the fast-paced trade show market.

This also means that the company must constantly confront new challenges. Together with Aces IT-Solutions, an ERP specialist, we successfully implemented a new ERP system from initial specification through comprehensive system introduction at Expomobil in July 2019. “We deliberately chose an independent service provider to assist us with process capture, requirements definition, hardware renewal, software selection, and ultimately the rollout of the new ERP system. Aces proved to be the expected partner. The collaboration was very trusting, punctual, and goal-oriented,” said Managing Director Mr. Delf Henning.

As a full-service provider, Aces understands the pain points and issues that can arise in such a complex project. Thanks to over 20 years of IT business experience, we were able to advise and support optimally and comprehensively. Careful implementation of customer specifications and clear, understandable communication at all times are key to success.

During a kick-off appointment for this project, we jointly created an initial schedule and identified critical questions regarding selection and implementation. Duration, type of project, scope, timeline, and cost framework were defined in advance. In several on-site workshops, we accompanied all Expomobil departments, documented work processes and additional required data. This was not only to gain insight into the customer’s processes but primarily to create a complete process documentation. From this information, Aces subsequently developed a requirements specification as the basis for the project tender for the eligible ERP vendors.

During the project tender, we compiled a shortlist of ten system providers that appeared suitable in the pre-selection for Expomobil. The industry played a decisive role. New ideas, changed developments/requirements, or additional wishes from Expomobil could be seamlessly integrated into the process.

Using the functional matrix extracted from the requirements specification, we assessed the coverage of the requirements and selection criteria through brief online presentations by each applicant and their products. The remaining four ERP vendors were given the opportunity to present themselves and their product on site. After final evaluation, Aces was able to recommend a specific vendor.

In coordination with the new system provider and Expomobil, we planned and executed the migration. It proceeded without significant complications, allowing Expomobil’s day-to-day operations to continue almost seamlessly. The project remained within both the cost and the time frame defined at the outset.

The joint project was not only highly successful from our side, we were able to implement a fully suitable ERP system for and with Expomobil. We are especially proud of the consistently high satisfaction among all employees regarding usability and user comfort.

Final remarks from Expomobil Managing Director Mr. Henning on the successful project: “None of our staff have an IT professional who could have implemented the ERP project internally. Therefore, we had to purchase know-how. The total cost for the project increased only marginally as a result. With numerous cost advantages, Aces largely paid itself back. As added value, we received a guide that safely navigated us through our previously overwhelming IT landscape with precision in every respect. The new ERP system went live on schedule on 01.07.2019. From day one, we have been working exclusively with the new system and are very satisfied. In the first six months since then, we only had minor software optimizations performed. Since the introduction of the new ERP system, Aces has also become our external admin partner for ongoing IT questions.”