In view of the different levels of EDI expertise and experience that existed at individual companies, an EDI working group was established in late 2012. This group, headed by representatives from PENAM a.s., analyzed the requirements and needs of individual companies and defined the project requirements for a unified central EDI environment, including a centralized archive of EDI documents. The project was driven by the need to increase the effectiveness and robustness of the system and also to ensure uniform messages. At the same time, the working group took into account the requirements for internal EDI communication between individual companies within the AGROFERT group which have evolved in recent years.
The project involved key companies of the group and major players on the Czech, Slovak and Hungarian markets such as PENAM, a.s., Kostelecké uzeniny a.s., Vodňanská drůbež, a.s., OLMA, a.s., Mlékárna Hlinsko, a.s., Animalco a.s., PMU CZ, a.s., Ceres ZRt., and others. The goal of the project was to group the fragmented EDI solutions at individual companies, consolidate them into a single platform, and thereby create a unified EDI environment shared by AGROFERT companies and their suppliers. Another goal was to streamline the electronic interchange of documents and optimize costs for electronic data interchange.
During the course of basic implementation, electronic despatch advices (DESADV) with an SSCC code were also implemented at selected companies. In combination with the newly introduced pallets equipped with GS1 LL pallet labels with an SSCC code, this allows for faster delivery of goods to customers. Thanks to SSCC codes, entire pallets of goods can be delivered as a whole. By scanning pallet labels with SSCC bar codes, users can retrieve information about the pallet content directly from the electronic despatch advice, including additional information about the delivered goods such as batch number and expiration date. The use of SSCC codes also makes it easier to monitor the movement of pallets during the logistics process. Milan Mikula, Solutions Manager, EDITEL CZ
Additional design requirements
In addition to the main project goals, AGROFERT also defined some key attributes believed to be essential for the effective use of the ultimate solution. The solution had to include all functionalities of a standard EDI system and support message conversion from/to the EDIFACT format while maintaining all types of input data forms already in use (e.g. INHOUSE, IDOC, XML). Also, the solution had to support other automated communication channels such as FTP, POP3 / SMTP, HTTP, web services, SOAP and other protocols. AGROFERT also wanted to create a website to monitor EDI message transmissions, communication statistics, and to automatically send error notifications. In addition, the solution needed to electronically archive all types of used EDI messages as mandated by legal requirements of all countries involved, including EU requirements.
After a call for tenders, the working group selected the eXite PRO solution submitted by EDITEL. This comprehensive platform provides EDI services, fully automated business processes, reduces administrative costs, and increases corporate efficiency. The winning bid met all requirements defined in the tender.
Initial Analysis and Preparation
During the implementation phase, several analyses were carried out:
- Message Types: Determine the types of messages group companies exchange with their partners.
- Translation Maps: Create translation maps.
- Communication Modules: Modify existing communication modules to meet data transmission requirements.
Migration Schedules were prepared based on these analyses to manage the transition of individual companies to the common EDI solution.
Subsequent migration took place step by step. Implementation was always completed at one company before starting at the next, so that operations within the group were not disrupted. The entire project (even taking into account the possible addition of a new company into the group) took 10 months. Overall, fourteen companies were connected. Since selected companies at AGROFERT Group use the SAP ERP system, there was no need to carry out the original goal of implementing a uniform interface for information systems.
Thanks to the EDI project, the AGROFERT group has achieved full internal system optimization. The migration to the new platform has resulted in:
- Considerable cost savings
- Simplified inclusion of new companies into business communications
- Enhanced efficiency of business communication among AGROFERT holding members
This success is largely due to the unified system and the formation of joint working groups. The system also stands out for its:
- Minimal infrastructure demands for all connected parties
- 24/7 monitoring, ensuring a constant overview of communication processes and transaction statuses
Via the eXite PRO website, customized for AGROFERT, employees can:
- Send and receive electronic documents, especially electronic invoices
- Utilize business monitoring and reporting functions to track electronic processes and transactions
The system handles up to 30,000 EDI messages daily, further improving overall efficiency.
Each month, more than 200,000 EDI orders are sent or received, along with roughly 110,000 electronic despatch advices and 75,000 invoices. Currently, additional companies in the AGROFERT group are being connected to the EDI communication system, and EDI communication is being further developed in other business areas throughout the entire group.
