Fraport: Integrating Key System Management with SAP Software

Transcription

1 2013 SAP AG or an SAP affiliate company. All rights reserved. Picture Credit Fraport AG, Frankfurt am Main, Germany. Used with permission. Fraport: Integrating Key System Management with SAP Software Partner

2 Fraport AG Industry Transportation and logistics Products and Services Aviation services Web Site SAP s SAP Real Estate Management application Partner CIDEON Software AG ( Frankfurt Airport is a hive of activity around the clock. More than 56 million passengers use the hub annually, and more than 20,000 in-house employees and staff from thousands of external companies come onto and off the site on a daily basis. So much activity makes it extremely important to reliably secure doors, barriers, and locks. Airport operator Fraport AG uses integrated key system management based on the SAP Real Estate Management application to safeguard security throughout the airport. 2 / SAP AG or an SAP affiliate company. All rights reserved.

3 Flying high at Frankfurt Airport Fraport AG operates Frankfurt Airport, one of the world s busiest aviation hubs. Every year, more than 56 million passengers take off and land there. The airport also handles more than 2.1 million tons of air cargo each year. Covering an area of about 10 square miles, the airport includes runways, aeronautical facilities, and two terminals as well as CargoCity South and the Mönchhof industrial site. 56million Passengers landing at Frankfurt Airport every year But the operator does not only boast proven expertise in the field of aviation services. As owner of the entire airport site, Fraport provides facilities to numerous airlines, businesses, government agencies, and institutions. The retail and properties business unit manages some 38,000 rooms covering a total area of around 350,000 square yards. Reliably managing this kind of wide-ranging real estate portfolio poses an enormous challenge which the retail and properties employees rise to effortlessly. We ve got all contracts, spaces, costs, and deadlines reliably under control, explains Frank Schwarz, the systems engineer at Fraport in charge of facility management. And that s the way it should be, given that the group has firm plans to expand Germany s largest airport over the next few years, turning it into Frankfurt Airport City. 3 / SAP AG or an SAP affiliate company. All rights reserved.

4 Eliminating data loss and expediting processes When it comes to real estate management, Fraport has been using SAP s flexible real estate management software for more than 10 years. The SAP Real Estate Management application is integrated with the operator s SAP ERP application, providing realtime information on buildings and property, tenants, and costs. In this way we control all the real estate processes using a standardized platform covering everything from the contract through to maintenance, extols Timm Hofmann, SAP systems developer at Fraport. Since the existing system was not fully integrated with our IT landscape, managing keys proved enormously time-consuming, recalls Schwarz. In light of stringent compliance requirements and the planned airport expansion, the group looked, therefore, for a new solution. This newly designed solution should eliminate any loss of data with key system management, automate management processes, and expedite response times. There was nonetheless room for improvement especially in the area of key system management. After all, the Fraport facility managers look after around 350,000 keys for some 115,000 cylinders. This is a challenging task, particularly in light of the stringent security measures at the airport and the huge number of managed buildings and contracts, and the stand-alone solution that they had been using was beginning to show its limitations. 350,000 Number of keys in circulation at any one time 4 / SAP AG or an SAP affiliate company. All rights reserved.

5 Key technology as a door opener Replacing the existing system was, however, easier said than done. The specialist department and IT placed enormous demands on the new system. We wanted key system administration that would slot in seamlessly with the groupwide SAP software landscape and that would map our processes in as much detail as possible, explains Hofmann. That was reflected in the RFP, which listed more than 200 requirements criteria. Integration with real estate management was one of those criteria. With the central room book in SAP Real Estate Management, we managed to keep a constant overview of space and properties and to control the associated processes such as cleaning management or maintenance work at the push of a button, stresses Schwarz. This led to the idea of also linking key system management with SAP Real Estate Management. 200criteria In the requirements list for the solution The problem was that the standard products available on the market did not fully meet the operator s wide-ranging requirements. So we started looking for a system partner that would work together with us to develop a tailored solution, says Hofmann. And that solution came from CIDEON Software AG. The SAP partner enhanced its existing Key Manager solution to bring it in line with the requirements of the airport operator and its customers enabling Frankfurt Airport to combine highly efficient, fully integrated key system management with all the benefits of a standard product. 5 / SAP AG or an SAP affiliate company. All rights reserved.

6 Expert help delivers successful project Having found the right partner for the mammoth project, the project team quickly set to work. We had already defined our precise requirements in the RFP, so we could push on with implementation straightaway, explains Hofmann. The first stage of the project involved extending the CIDEON Key Manager software, which is based on the SAP application and technology, to include the Fraport-specific functions, to migrate the legacy system s master data, and to push forward with process integration. Importing the inventory data from the legacy system proved a major challenge, recalls Hofmann. After all, around 600,000 data records had to be verified, cleansed, and migrated during live operation. From the outset, the project team worked together closely with the specialist department and with end users. That close cooperation was an indispensable success factor, concludes Schwarz. It was especially important since the completed solution will be accessible not just to the retail and properties team but to all employees and tenants through a Web portal. Therefore, complex issues as well as heterogeneous user requirements and know-how had to be reconciled, explains Schwarz. Thanks to ongoing dialogue, expert support through implementation partner CIDEON, and the high level of commitment shown by the specialist departments involved, Fraport successfully got integrated key system management up and running within the space of barely a year. 600,000 Data records migrated during implementation 6 / SAP AG or an SAP affiliate company. All rights reserved.

7 Tailor-made platform for all real estate processes Today, Germany s largest airport manages real estate, contracts, deadlines, and key systems using a standardized platform. The CIDEON add-on is integrated into the groupwide SAP software landscape, thus linking all facility management workflows to an endto-end process. In addition, the solution links information relating to keys and cylinders with employee master data and business partner details. At the same time, it assigns locks and keys to the relevant doors and displays them precisely on the building plan. Where necessary, I can also call up basic data on specific rooms in the lease agreement as well as the number of issued keys, explains Schwarz. All the issuance and return procedures can be processed quickly using intuitive drag-and-drop interfaces, entire closing routes visualized, procedures stored in audit-compliant format, and return deadlines monitored. Users can request keys in an instant using the Web portal if extra staff are hired, for example, or a new lease is signed for certain premises. Defined workflows ensure that the requisite approval processes are completed and security issues are reliably taken into account. That is very important. After all, there are certain areas on the airport site that need to be absolutely secure, says Schwarz. Where necessary, basic data on specific rooms can also be called up using the lease agreement as well as the number of issued keys. Frank Schwarz, Facility Management Systems Engineer, Fraport AG 7 / SAP AG or an SAP affiliate company. All rights reserved.

8 Keeping a close eye on all keys Integrated key system management at Frankfurt Airport provides the basis for maximum transparency, rapid processes, and reliable compliance. Each key is now personalized. So we always know exactly who has which keys and which cylinders they can unlock with them, explains Schwarz. That means that retail and properties employees are in a better position to provide information, and it also constitutes important added value from a compliance viewpoint. International security requirements oblige the airport to constantly maintain detailed documentation of who had which keys and when, and who issued the requisite authorizations in this respect including retroactively. Thanks to auditcompliant documentation, these kinds of questions can now be answered at the push of a button, Hofmann is delighted to say. 20minutes Time from key request to issuance Issuance and return processes can also be controlled with just a few mouse clicks. If a key is requested, the system checks whether it is available in the store and where it is located. If the key is ready to be collected, the future holder can be notified automatically and a detailed receipt can be printed out leaving just the signature and collection still to be completed manually. Ideally, it takes less than half an hour from request to issuance, Schwarz is happy to report. That benefits customers and colleagues alike. 8 / SAP AG or an SAP affiliate company. All rights reserved.

9 Fraport CMP27157 (13/08) 2013 SAP AG or an SAP affiliate company. All rights reserved. No barriers to innovation Over the next few years, Frankfurt Airport is set to develop into an airport city, setting entirely new benchmarks for quality and service. Apart from building the third terminal and new maintenance facilities, the concerted further development of the technical systems should help transform the airport in facility management as well. Fraport AG is therefore currently considering extending integrated key system management to support functions for electronic key systems and setting up decentralized key stores. Our solution s open architecture and the end-to-end data model provide scope for a host of other process optimization measures, explains Hofmann. He is in no doubt that these are ideal conditions to help ensure that the airport continues to play a key role in aviation in the future. 9 / 9 Picture Credit Fraport AG, Frankfurt am Main, Germany. Used with permission.

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