Operational processes under control with GAPTEQ in an audit-proof manner
Flexible web-based system for audits, cash books and inventory.
The client
HANS IM GLÜCK serves fresh, top-quality ingredients every day at its burger grills and is growing rapidly with its own and franchise-operated outlets.
The project
Replacement of Excel for audits, cash book and inventory.
Highlights
Challenge
HANS IM GLÜCK is a rapidly growing restaurant chain that focuses on fresh ingredients and top quality in its burger grills. The modern concept is successful and the number of company-owned and franchise outlets is growing rapidly. Once the company reached a certain size, exchanging Excel files via email became too time-consuming for administrative processes and too opaque in terms of the legal requirements in the restaurant industry. Standardised industry solutions, on the other hand, were too inflexible and expensive. HANS IM GLÜCK therefore needed an easily scalable IT solution that would support decentralised processes efficiently and in an audit-proof manner.
Solution
Using Microsoft SQL Server and GAPTEQ, the company implemented a customised web solution within a few months that supports operational processes on a central database in the same way as an ERP system. The first building block was an audit module developed as part of a university bachelor's thesis. Using an audit catalogue in GAPTEQ, which can be easily updated via central updates, all businesses are regularly checked against company standards. The operations managers then document their corresponding measures online in a predefined web form.
Another module is the digital cash book, in which the operations managers enter their actual daily takings and compare them with the respective cash register data. With a fixed cash discount, the system then generates the legally required daily statements on the following day, which in turn are cumulated into monthly statements. This means that all statements are valid, traceable and immediately available centrally. The Excel-based inventory was also replaced by a GAPTEQ module that supports monthly stocktaking with forms and automatic calculations.
‘We can flexibly expand our GAPTEQ solution on our own and quickly integrate new businesses and franchise partners into GAPTEQ.’
The web solution is tightly integrated into the existing system landscape. It uses interfaces to retrieve live data from the POS system and Excel files, as well as master data from the CRM tool, and supplies the downstream BI system with audit data. The application was implemented using agile development and a rapid rollout, initially involving only five companies in order to use their feedback for practical further development.
Result
GAPTEQ is currently in use at around 30 company-owned and catering establishments, with franchise partners set to join in the next phase. Operations and regional managers can access the application both on their tablets and in the back office from a PC in a web browser. This allows them to carry out their administrative tasks in a single, easy-to-use application. The latest data is available centrally, and regional managers and auditors can also access their data anywhere via the web while on the move. All parties involved can rely on compliance-compliant, valid and audit-proof information.
The company sees an important advantage in being able to offer its franchise partners a smart system that fits in with its modern business concept and further increases its attractiveness to partners.
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