VZP centralises management of its company cars with Your System and IBM Lotus Notes

Published on 10-Dec-2009

Validated on 06 Aug 2013

Customer:
VZP

Industry:
Insurance

Deployment country:
Czech Republic

Solution:
Digital Workflow Transformation , Optimizing IT, Leveraging Information

IBM Business Partner:
Your System

Overview

VZP is the largest health insurance company in the Czech Republic, with 5,000 employees and 80 branches covering every region of the country.

Business need:
VZP employees frequently need to travel across the Czech Republic to visit different branches and assess health insurance claims. With company cars managed locally, it was difficult to coordinate transport, and VZP lacked the data required to budget accurately for its fleet of cars.

Solution:
Your System, an IBM Premier Business Partner, helped VZP implement Autoprovoz, a car management system built on the IBM Lotus Notes and Domino platform. The solution is integrated with CCS, a card-based fuel purchasing system.

Benefits:
Autoprovoz provides a central repository for vehicle data, replacing numerous spreadsheets. VZP can see where all its cars are and who is using them – simplifying the coordination of car pooling and reducing operational costs. Employees can use the system to reserve cars or claim reimbursements, eliminating paper-based processes and saving time.

Case Study

To read a Czech version of this case study, click here.

VZP is the largest health insurance company in the Czech Republic, with 5,000 employees and 80 branches covering every region of the country.

As part of their day-to-day work, many of the company’s employees need to travel to different locations across the Czech Republic – for example, visiting hospitals to assess and adjust insurance claims. To help them make these journeys in an efficient manner, VZP operates a fleet of company cars, which are pooled between all the employees and can be booked whenever someone needs to travel.

Until recently, VZP managed the cars locally, so each branch had its own system for coordinating reservations and managing fuel and maintenance expenses. This involved a large number of different spreadsheets at each branch. As a result, it was very difficult for the company to get an overview of car usage and ensure that everything was running efficiently.

Finding a solution
VZP wanted to centralise the management of its company car fleet, and began looking for a solution. The in-house IT team consulted Your System, an IBM Business Partner that had been its first-choice IT service and application provider for several years.

Your System has developed an application specifically for company car management, called Autoprovoz. It was already being used by another You System customer, and VZP was impressed by the results. The IT team saw that with a little modification, it would meet VZP’s needs precisely, so they asked Your System to start work on the implementation.

Leveraging IBM Lotus technologies
Autoprovoz is built on the IBM Lotus Notes and Domino platform. VZP was already using Lotus Notes and Domino to run an audit application, so the implementation of Autoprovoz was a comparatively low-cost project which helped them to maximise the value of their investment in Lotus technologies.

The Autoprovoz solution provides role-based access, enabling drivers to reserve vehicles and enter information about their business trips and expenses, while providing managers with a wide range of detailed reports about the usage of all company cars.

By creating a single system for all company car-related information, Autoprovoz makes life easier for everyone at VZP. The system provides accurate management information automatically, replacing a tedious manual process where managers had to collect and analyse spreadsheets from all the different branches.

Integration reduces manual effort
To manage fuel expenses VZP uses CCS, a card-based system which enables employees to purchase fuel at almost any service station in the Czech Republic. Autoprovoz is integrated with the CCS system, enabling the generation of reports on how much fuel each car and each driver consumes, and what price the fuel has been bought at – helping managers make more accurate budget forecasts.

The combination of the Autoprovoz application and the Lotus Notes and Domino platform provides a highly effective solution for company car management. With better visibility of who is using the cars, where they are driving to and how much fuel they are consuming, VZP managers can make better decisions about how to operate the service and maintain the cars, while employees can reserve cars and manage their travel expenses more effectively and without paperwork.

Products and services used

IBM products and services that were used in this case study.

Software:
IBM Notes, IBM Domino

Legal Information

PO Box 41 North Harbour Portsmouth Hampshire PO6 3AU The IBM home page can be found at ibm.com IBM, the IBM logo, ibm.com Domino, Lotus and Notes are trademarks of International Business Machines Corporation, registered in many jurisdictions worldwide. A current list of other IBM trademarks is available on the Web at “Copyright and trademark information” at http://www.ibm.com/legal/copytrade.shtml. Other company, product or service names may be trademarks or service marks of others. Autoprovoz is a product of Your System. IBM and Your System are separate companies and each is responsible for its own products. Neither IBM nor Your System makes any warranties, express or implied, concerning the other’s products. References in this publication to IBM products, programs or services do not imply that IBM intends to make these available in all countries in which IBM operates. Any reference to an IBM product, program or service is not intended to imply that only IBM’s product, program or service may be used. Any functionally equivalent product, program or service may be used instead. All customer examples cited represent how some customers have used IBM products and the results they may have achieved. Actual environmental costs and performance characteristics will vary depending on individual customer configurations and conditions. IBM hardware products are manufactured from new parts, or new and used parts. In some cases, the hardware product may not be new and may have been previously installed. Regardless, IBM warranty terms apply. This publication is for general guidance only. Photographs may show design models. © Copyright IBM Corp. 2009. All rights reserved.