Modern Procurement is at the center of numerous interfaces, from quality to sales to design. If there is a lack of structure here, frictional losses, duplication of work and coordination chaos arise. In the webinar "Less coordination stress, more speed - orchestrating Procurement correctly", Matthias Bohmann (Head of Procurement, Broetje-Automation) and Johannes Groll (Managing Director Product Development, Tacto) show how Broetje-Automation has restructured its procurement organization: from fragmented Excel workarounds to clearly orchestrated interfaces, a central database and a role-based authorization concept that fundamentally changes the flow of information.

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Initial situation - complexity, data silos and high dependencies

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Broetje-Automation is a leading provider of production systems for the aerospace industry and has an international supplier base. Due to the high level of complexity, transparency was only possible through manual processing - error-prone, time-consuming and heavily dependent on key users and IT.

This structure led to several problems:

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• Key purchasing figures were not centrally available, and there was no up-to-date overview.
• Other areas were heavily dependent on Procurement because they did not have their own view of data.
• Following restructuring and a simultaneous increase in order volumes, the burden on Procurement increased significantly.
  

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Role-based authorization concept as the linchpin

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Instead of bundling information centrally in Procurement and answering each request manually, data is prepared once centrally and then displayed to the right target group:

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• Sales sees directly relevant supplier and market data for quotation calculations.
• Quality can view and maintain assessments, audits and documents itself.
• Accounting accesses vendor data, payment targets and volume overviews.
• Management receives summarized KPIs and reports in real time, without reporting loops.
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Each role has exactly the access it needs - no more and no less. Procurement no longer has to create ad hoc reports or distribute data, but controls the framework within which all stakeholders work independently. This takes a huge amount of pressure off the team, reduces queries and noticeably speeds up decision-making.

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Single source of truth as a basis

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The technical basis is a central database that connects the ERP system with Tacto. Data is prepared once, made available on a daily basis and played out according to the role logic. This creates a single source of truth that eliminates information disruptions, ensures up-to-dateness and reduces dependencies on individuals.

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Moving away from static reports to dynamic analytics

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Stakeholders receive direct access to current key figures. Supplier volumes, product group developments and performance data can be called up at any time without Procurement having to manually aggregate or distribute data. Decisions are based on real-time data.

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Collaboration along clear roles

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The role model not only makes collaboration more efficient, but also restructures it. Procurement is transformed from a data hub into an orchestration entity that specifies processes and information flows instead of handling them operationally itself. All areas - management, sales, quality, operational teams - access the same database and work according to defined responsibilities. This creates a new clarity as to who uses which information and when, without constant rounds of coordination.

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Conclusion

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Broetje-Automation is an example of how a clearly structured role and authorization concept can change the way purchasing organizations work. Instead of being an information hub, Procurement defines the rules - and all stakeholders have direct access to the same database. This reduces coordination effort, accelerates processes and shifts the role of procurement towards orchestration. A central database and clearly defined roles turn complexity into speed.

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In the webinar, Matthias Bohmann (Head of Procurement, Broetje-Automation) and Johannes Groll (Managing Director Product Development, Tacto) report on how Broetje-Automation has restructured its purchasing organization through central data structures and a role-based authorization concept - and thus created transparency, independence and speed.

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