SWM provide a digital solution to manage IT costs: COCKPIT becomes the single source of truth
To manage its IT expenditure more transparently and efficiently, SWM were looking for a solution to modernize its cost and budget planning, which was previously done manually. Until now, IT costs were calculated using complex Excel structures that required considerable maintenance. Queries and evaluations were time-consuming and prone to system failures.
- High manual effort was required due to the complex, Excel-based IT cost planning and allocation.
- Lack of consistent transparency regarding IT budgets, services and responsibilities
- Time-consuming manual evaluations for enquiries from IT management and specialist departments
- System breaks and limited traceability of cost flows
- The goal was to develop IT from a pure cost center into a strategic value-added partner. Sustainable modernization of SWM’s IT cost structure with COCKPIT
Sustainable modernisation of SMW’s IT cost structure with COCKPIT
Before working with DextraData, SWM had evaluated various providers and solutions on the market. COCKPIT ultimately won them over with its modern, user-friendly interface and comprehensive coverage of the defined requirements. The DextraData team also impressed with their dedicated, practical approach.
COCKPIT now serves as the central ‘single source of truth’ for the financial planning and billing of IT services. This enables SWM to establish a solid foundation for transparent IT management, accurate budget planning and effective control, thereby ensuring the long-term competitiveness of its IT organization.
The implementation process is streamlined and efficient: A digital solution replaces manual Excel processes
SWM got off to a quick start with the implementation of COCKPIT. Thanks to an agile approach, the pilot operation began in June 2024, just five months after the project started. Early feedback from users ensured that the first budget planning went smoothly.
“Setting up the COCKPIT layers for planning, distribution and cost allocation was intuitive. In the area of BI reports, we were able to gain positive experience through REST service communication between Microsoft Power BI and COCKPIT, despite initial challenges “, according to Nendzig and Claussen.
The focus was not only on replacing previous Excel-based processes, but also on significantly expanding them. This will result in greater cost transparency, stronger business-IT alignment and IT acting as a service provider.
From making individual processes digital to having a complete IT strategy
The successful implementation of COCKPIT is a testament to SWM’s expertise in developing digital solutions and enhancing operational efficiency. Building on this success, SWM are driving forward the further development of modern applications, platforms, and IoT systems and providing innovative, secure, and economical infrastructures. This includes needs-based IT solutions, consulting services, and the continuous expansion of front-end, back-end, and cloud services. This ensures powerful, transparent, and future-proof support for all SWM business areas.
Decision-making is sped up with COCKPIT
COCKPIT significantly improved the transparency of the IT environment. Costs can now be tracked from the recipient level down to the smallest supplier unit. This has made communication between IT and specialist departments more direct and targeted – contact persons are clearly visible in the tool, and discussions are based on a common, transparent data foundation.
IT costs and services can now be viewed in summary. This allows decisions to be made more quickly, cost reductions to be realized, and cooperation with the specialist departments to be intensified – while at the same time reducing the amount of effort required.
Now, all consumers can track their costs and contact the relevant IT department directly if they have any questions. They can also see the contact person for each department. This increases transparency and mutual trust. It improves cooperation between consumers, IT, and controlling, bringing them together at a much more meaningful level.
Highlights of IT Controlling with COCKPIT
SWM consider the project to be very successful. The schedule was followed, and the budget was used optimally to achieve the project goals. The two IT controllers at SWM have cost planning information available in a database, which they can “easily check and evaluate. Manual activities in cost allocation can be reduced, making cost allocation more efficient”, according to Claussen and Nendzig.
A notable feature is the tool’s high degree of customizability, which includes a custom layout and SWM-specific terms to enhance user acceptance. The interface with the ERP system is impressive as well. It enables users to compare the current year’s cost developments with the plan and initiate control measures in a timely manner.
Finally, the collaboration with DextraData proved to be a major contributing factor to the project’s success, which was marked by openness, professional competence, and a solution-oriented approach.
From Introduction to Evolution: Expansion of Additional Functionalities
The continuous development of the system will continue to play an important role in the future. The specific requirements identified by SWM from their own model structure are regularly discussed in joint exchange meetings with DextraData. These meetings aim to optimize COCKPIT in a targeted manner. The company is currently prioritizing the expansion of its reporting functionalities. In this instance, an internal Power BI solution is employed in conjunction with the existing COCKPIT options, thereby facilitating even more precise, data-driven reporting.
The subsequent phase will involve augmenting the system’s functionality, encompassing the incorporation of forecasts and simulations, along with the automation of formerly manual data imports. Additionally, new interfaces will be implemented to connect additional operational systems.
Results
- Complete digitization and standardization of IT cost planning and allocation with COCKPIT
- Central “single source of truth” for all planning and allocation figures
- Significantly higher cost transparency – costs are traceable from the recipient level down to the smallest supplier unit
- More efficient budget planning and faster decision-making thanks to a uniform data basis
- More direct communication between IT, Controlling, and specialist departments thanks to visible contact persons in the tool
- Customizable solution with SWM-specific layout and terminology
- Optimized cloud control and basis for data-based IT control
- Partnership-based cooperation with DextraData as a success factor
About Stadtwerke München (SWM)
SWM reliably supply the state capital with electricity, gas, district heating, district cooling, and drinking water from the Bavarian Alps. SWM also operate 17 indoor and outdoor swimming pools, as well as the energy and water networks. MVG enables SWM to provide sustainable mobility solutions in the form of subways, buses, and trams.
SWM are laying the groundwork for a digitally connected Munich by expanding its fiber optic and communications networks. As a wholly owned municipal company, SWM are committed to environmental responsibility, educational initiatives, and social engagement. SWM are one of the largest employers in the region, with a workforce of approximately 11,000 individuals. Stadtwerke München are at the forefront of the digital transformation of the state capital, with a forward-looking IT landscape.
COCKPIT is the single source of truth for financial planning and billing of IT services.