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Volkswagen Slovakia Digital Issuing and Validating Vehicle Permits

A system designed to streamline and digitize the process of issuing and validating vehicle permits at Volkswagen Slovakia, replacing inefficient paper-based workflows.

Key summary

  • Centralized digital platform for vehicle permit requests and approvals.
  • Automated notifications and real-time updates.
  • Integration with ID cards and license plate recognition systems.
  • Fallback options for system outages with manual validation.

CHALLENGE

Volkswagen Slovakia faced the challenge of streamlining the processes for issuing and verifying permits for vehicle entry and exit from their premises. The original system relied on manual yellow slips that required physical signatures from supervisors and manual verification by security staff. This process was not only time-consuming but also prone to errors and misuse. It was essential to replace the paper-based documentation with a digital solution that would minimize administrative burden, enhance security, and ensure data accuracy. Additionally, the new system needed to integrate seamlessly with existing technologies such as ID cards and license plate recognition camera systems.

SOLUTION

The eCarTorpass system digitized the entire process of vehicle permit issuance and validation:

  • Application Submission: Employees or supervisors submit requests for vehicle use in the system, specifying required details (e.g., vehicle type, date, destination).
  • Approval Workflow: Requests follow a multi-level approval process, with automated notifications sent to the requester upon approval.
  • Gate Validation: At the gate, employees swipe their ID cards. Cameras read the vehicle’s license plate and cross-check it with the system for approval. Guards verify the permit digitally and open the gate if valid.
  • Fallback Measures: In case of system outages, permits are exported to Excel for manual validation.

Technologies Used

SAP

SAP

Benefits

  • Elimination of physical yellow slips (paperless process).
  • Removal of the need for physical presence of supervisors.
  • Fully digital gate control.
  • Faster, streamlined approval and validation process.
  • Archived approvals and records for enhanced traceability.
Sending a BIG THANK YOU to you and your teams for your total commitment, support, and amazing flexibility during these mind blowing months! It was always good to know that if nothing else could be done, we always could turn to Fores for help. This has been a rare experience in my 35 years in business, and my partnership with Fores is among the top 3 I’ve been fortunate to enjoy work with.

Brexit IT Delivery Lead at DPD Netherlands

MICHAEL RADT

We’ve been long-term partners with Fores, who helped automate and digitize our company processes using the Power Platform. Thanks to this, we’ve achieved clear, functional solutions with no extra costs outside the M365 portfolio. This collaboration has streamlined and reduced our management team’s manual workload from 3 days to just 15 minutes per week.

Industrial Performance Digital Officer at BEL Fromageries

GABRIEL HAVAŠI

This year you have been of great value to us. Thanks to you we could be agile in our software development like we have never done before at DPD NL. Developing and improving Shipper, the pressure cooker called Insights and the Brexit solution, replacing ASM with ODS. You are now in our top-5 of IT Partners.

IT Director at DPD Netherlands

CHRISTIAN HABRAKEN

The delivered managed documentation solution has greatly improved our processes, providing a centralized tool for creating, approving, updating, and archiving documents with immutable links to valid versions. I highly value the collaboration with Fores, appreciating their flexibility and professionalism during testing, implementation, and provided trainings.

Danfoss Quality Manager

SILVIA PLŠKOVÁ

Seamless solution and architecture development, combined with AGILE methodology, allowed effective collaboration delivering the solution on time. With the help of Microsoft Power Platform, we created e-COMPASS a global platform for self-assessment, audits, and Lean benchmarking for over 30 Bel Group factories.

CORPORATE Industrial Performance Manager at BEL Fromageries

JAN CESLAK

During the migration project, we appreciate that such a fundamental change as a technology change was executed smoothly, without any operational downtime, within the agreed budget, and with satisfied users.

COO at Volkswagen Slovakia

ALEX DOMORÁK

references

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