Webinar recording: From Excel to digital supplier evaluations - Why SRM is an essential addition to ERP for ASSMANN

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Procurement today faces complex challenges: As the number of suppliers increases, so do the requirements for transparency, efficiency and strategic management. Nevertheless, many purchasing departments rely on traditional methods such as Excel lists to evaluate suppliers, track measures and document key figures. What appears pragmatic at first glance quickly turns into a risk as complexity increases: manual supplier evaluations are prone to errors, time-consuming and hardly scalable.

ASSMANN Büromöbel, a leading manufacturer of office furniture, also reached its limits with the ERP system and Excel.

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In the webinar, Charlotte Böß and Hannes Hartmann (Strategic Purchasers at ASSMANN) reported on how their company made the switch to a digital Supplier Relationship Management (SRM) system - and why they believe that an SRM system is an indispensable extension to the ERP system.

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Initial situation at ASSMANN: Manual processes, fragmented data and little transparency

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Before the introduction of Tacto, supplier evaluations at ASSMANN were carried out manually and decentrally - in individual Excel files. There was no standardized database, communication with other departments was time-consuming and the operational focus dominated day-to-day business.

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It was particularly challenging:

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• The order-related individual production required a stable, transparent supplier base

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• The existing ERP system did not offer any functions for qualitative supplier evaluations

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• Certificates and supplier master data had to be manually maintained and laboriously compiled

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• Supplier development was reactive rather than forward-looking

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Digitalization as the key to transparency in supplier management

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With the introduction of Tacto's SRM software, the purchasing department was gradually relieved of operational routines and developed into a data-driven control unit. By bundling all supplier information in one system, the aim is to achieve digital transparency, process-controlled evaluations and efficient collaboration. The focus is now on:

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• Central data availability:
  All information on suppliers, articles, certificates and ratings is available in one place.

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• Individual scorecards:
  ‍Quantitativeand qualitative evaluation criteria can be flexibly adapted - with weightings according to product groups, locations or strategic relevance.

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• Automated processes:
  ‍Fromrequesting supplier certificates to documenting measures, everything is digital, traceable and efficient.

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• Cross-divisional collaboration:
  ‍Departmentssuch as quality assurance, sustainability and work preparation are integrated - for a holistic view of the supplier base.

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"We used to have to maintain and compare Excel files manually. Today, with Tacto, we have a system that structures our supplier development in a comprehensible and strategic way."
- Charlotte Böß, Strategic Buyer at ASSMANN

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From manual assessment to data-based control in four steps

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ASSMANN's digital supplier evaluation follows a structured 4-step process:

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1. Record data
   All supplier master data, certificates and documents are recorded centrally in the SRM software and updated automatically.
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2. Evaluate suppliers
   Scorecards enable individual evaluations based on internal and external data.
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3. Derive measures
   Conspicuous evaluations can be analyzed in a targeted manner and lead to concrete measures such as audits or discussions.
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4. Track results
   All activities and responsibilities are documented in the system and can be viewed at any time - including a comment function for cross-team coordination.

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Results: More transparency, faster decisions, higher quality

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By switching to the digital SRM system from Tacto, ASSMANN was able to achieve noticeable improvements within a very short space of time:

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• Transparent supplier evaluations with comparability across product groups

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• Preparation for audits and ISO certifications is much more efficient

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• Centralized control of all measures and clear documentation of responsibilities

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• Increased acceptance among teams thanks to intuitive user interface and customizable evaluation logic

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• Faster response to supply bottlenecks thanks to real-time data and digital early warning systems‍‍‍

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Outlook: Intelligent price analyses and proactive tips in preparation

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The introduction of the SRM system was just the beginning for ASSMANN. Following the successful entry into digital supplier management, the next step is planned: digital price analyses and spend transparency based on the SRM data.

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The aim is to recognize at the touch of a button which article groups are causing the highest cost increases, how prices have developed with different suppliers and where there is potential for negotiation.

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This extension should enable purchasing to systematically identify potential savings, prepare strategic negotiations based on data and further professionalize strategic purchasing in SMEs.

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Conclusion: SRM as the key to digital and resilient procurement

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The switch from Excel to an SRM system has not only digitalized purchasing at ASSMANN, but also strategically positioned it for the long term. Thanks to structured processes, clear responsibilities and a central database, Purchasing can now act faster, more transparently and more effectively.

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The introduction of digital supplier evaluations is not the end point for ASSMANN, but the beginning of a data-driven purchasing strategy. With the integration of additional functions such as price analyses, spend insights and compliance checks, purchasing is increasingly developing into a central value driver - efficient, transparent and future-proof.