StepLock to the cloud at lightning speed. StepLock is a Swedish, family-owned company with headquarters and production facilities in Västerås. The company dominates the market for electromechanical locks and access systems and employs about 100 people. In recent years, they have grown significantly and expanded their operations internationally. The ambition is to continue growing and expanding into new international markets.
Need for a new cloud-based and future-proof business system.
During late summer 2022, StepLock found themselves in a situation that is not uncommon for growing companies. They had outgrown their business system. This in turn created barriers to further expansion. Management realized they would need a new, more robust, sustainable and flexible business system.
StepLock has a strongly decentralized corporate culture where employees often participate in decision-making – as was the case this time. In a joint process, management and employees determined what the company and each department needed to “future-proof” their business and work.
They concluded that they needed a business system that was scalable and had “global availability.” Additionally, with increased efficiency and improved process support. Among other things, they needed to quickly and easily create new processes when starting new companies in other countries. To quickly adapt to increased pressure in existing processes when demand rises.
After a procurement process, the choice fell on the cloud-based business system SAP S/4HANA Cloud Public Edition. Partly due to SAP’s strength in best practice processes and built-in support for various legal requirements in most countries. But also because a cloud-based business system aligns with StepLock’s own offering of an access system. Which is built around cloud-based technology and is well aware of its advantages.
Implema was entrusted with the implementation.
SAP S/4HANA Cloud Public Edition in 12 weeks with Implema Way
As always when Implema is involved, they worked according to the Implema Way. Among other things, this means quickly, securely, and efficiently creating a stable and powerful best practice platform to then develop step by step. This offers many advantages, especially that the customer makes investment decisions only when they truly know what they need.
StepLock identified that they would implement Finance, Manufacturing, Sales, Sourcing & Procurement, Supply Chain, and Warehouse Management. They also planned to set up several integrations, including automated invoice management via EDI and Peppol, integration with banks, and support for reading and interpreting supplier invoices. They carried this out in two countries, Sweden and Norway.
The work to implement began in the fall of 2023. On December 1, 2023, they were able to go live with a completely new cloud-based business system – after a record-fast 12 weeks!
Already seeing significant gains.
Now StepLock uses a flexible and scalable business system, which they easily update with the latest versions and features. Additionally, the system has a wide range of features with the latest technology that enables new, smart ways of working.
With the new system in place, StepLock receives more support on all fronts and has already seen significant gains.
– An important part for me is the reports we can now generate. Previously, I was reliant on Excel or had to request reports from each person in the warehouse, production, etc. Now I can get an overview of the status of all information collected and in real-time, says Fredrik Stendal, CEO of StepLock.
– Our new business system is also incredibly valuable because it provides us with several different solutions that we can use in our business development, says Philip Wahlberg, system and sustainability manager at StepLock and project manager for the project from StepLock’s side.
Success Factors in the Project
Preparations and Readiness.
Thorough preparations were carried out by the project group, which allowed the project to be completed so quickly and successfully. Experience shows that the work done before the project starts is at least as crucial as the implementation itself. Many IT projects fail because the organization does not prepare sufficiently for upcoming changes and management does not clarify the necessary efforts.
– By involving the organization early and defining the needs in a joint process, the team at StepLock had already created both acceptance, “buy-in,” and engagement, which was incredibly beneficial for the project. It created high motivation and reduced fear of changed working methods, explains Anders Odhnoff, project manager and consulting manager at Implema, and adds:
– Together, we also conducted a Readiness phase before the actual implementation project started, which ensured everyone was well-prepared when we kicked off. Overall, one can say that StepLock truly entered the project with a “cloud mindset.”
More about Readiness here: Project Readiness: IT project is determined before it starts – Implema
Methodology and Implema Way
The team applied the principles of the Implema Way during preparations and throughout the project – that is, Implema’s well-proven methods and the mindset required to drive projects successfully. They also largely followed SAP’s Activate methodology. This created conditions for a smooth and well-thought-out project process.
More about Implema Way here: Implema Way – Implema
Mindset at StepLock.
Another important reason for the success is StepLock’s mindset. They demonstrated in action that they prioritized the project highly, among other things by allocating resources that worked dedicatedly on the project. They also took great responsibility and drove the tasks that needed to be done themselves.
When StepLock’s management allowed the project group to lead and make decisions – instead of managing the project themselves as is otherwise common – the group was able to make quick decisions.
Strong Teamwork with Implema
Crucial to the project’s success was also the strong collaboration within the project team. The team showed great commitment, high dedication, and put in hard work. Everyone worked together as a team towards a common goal. – The collaboration between StepLock and Implema worked really well. We worked hard and dedicatedly as one team with a common goal and a “success mindset” throughout the project, says Anders.
Next steps.
The next step is already underway. This involves implementing SAP S/4HANA Cloud Public Edition for another of StepLock’s companies. The plan is to go live in March this year.
StepLock also sees that there are many more features that they will benefit from in the long term, not least in the international expansion they are planning.
– SAP S/4HANA Cloud Public Edition gives us much better opportunities to easily scale up when we expand to more countries. It feels good that we can get support and assistance regardless of which region we want to expand to, concludes CEO Fredrik Stendal.
