Gymna® International, a leading manufacturer of capital goods for physiotherapy and rehabilitation, headquartered in Bilzen (Limburg), is resolutely opting for a new ERP system. Together with their network of 400 Gymna® International partners, they operate worldwide in over 80 countries. Top quality, intelligence, professionalism, and ease of use are central to everything they do! Except for their ERP system, which was outdated and in urgent need of renewal.
A 20-year-old ERP system presented Gymna® International with numerous internal challenges: information dissemination, inefficient work methods, higher error margins, etc. They didn't sit idly by and reached out to Scapta. Together, they sought a better internal operation thanks to the right ERP match, a good reporting tool, and their dream webshop. Ready for the challenge?
THE CHALLENGE
Gymna® International's existing ERP system was 20 years old and had not evolved with the times, meaning the system no longer met current needs. It was time for a change. Additionally, the software was primarily tailored to Gymna® International's old production department. Meanwhile, assembly had been outsourced, and Gymna® International had different ERP needs than 20 years ago.
For a long time, employees could no longer find what they needed in the existing system. Therefore, they started working with Excel and Access themselves. Many separate files, formulas, custom tools, etc., were created, resulting in information fragmentation. This approach led to a higher error margin and, naturally, made it difficult for management to make the right decisions. Scapta was therefore engaged to constructively address this problem.
THE SOLUTION
The problem was clear, and Scapta immediately got to work on it. A group of key users was established to manage the project internally at Gymna® International. In addition, there was a project steering committee, consisting of the management of Gymna® International and Scapta, to guide the project in broad terms. “We started with the analysis workshop together with the key users. It was now up to the Scaptan professionals to bring this plan to fruition,” reflects Sebastiaan de Vaan, Business Consultant at Scapta.
“It quickly became clear that Microsoft Dynamics 365 Business Central would be the way to go. Within the existing Windows environment, we opted for a proven solution: the MS ERP system supported by Office 365, Microsoft Azure Directory, XPR365, and Jet Reports. During the follow-up workshops, we worked together to determine the right configurations and settings. This way, the customer helps 100% decide what the final solution will look like. As a result, all requirements are met, and the structure is immediately clear and logical to everyone,” Sebastiaan continues.
This SaaS solution from Microsoft significantly reduces server costs for Gymna® International. Additionally, they automatically receive all Microsoft updates, ensuring their platform is always up-to-date and secure. Custom work or manual updates are therefore no longer necessary, as everything is automated. This represents a major change compared to their custom-made system from 20 years ago.
Gymna® International also wanted to modernize and optimize further by building a webshop. The requirements for this webshop? Distributors had to be able to assemble their own products. Orders had to be processed automatically. And everything had to be connected to their brand-new ERP system, of course. “There was no challenge that couldn't be discussed, and that's great to work with!” reflects Peter Sillen, Chief Financial Officer at Gymna® International.
Gymna opted for a Sana webshop, expanded with a product configurator. This allows distributors to fully personalize their products themselves. Orders are now processed entirely online and automated. “”Through the integration of Sana (e-commerce) personalized product configurator with Business Central, we can offer our 400 B2B partners in 80 countries a future-proof platform for integrated order processing and follow-up," says Peter Sillen.
6 months after “Go-Live”, I look back with great pride on what we, as a team, have accomplished. And I look forward to what the future holds!”
Jos Nivelle, Customer Service Coordinator Gymna® International
THE IMPLEMENTATION
Thanks to the Scapta approach and hands-on mentality, the adoption of the new technology is extremely high. During the workshops, everything is immediately customized. Nothing is imposed; only best practices are used. By go-live, the key users are already genuine ambassadors for the project. They are enthusiastic about showing ‘their’ solution to the other colleagues and getting started with it.
“6 months after “Go Live”, I look back with great pride on what we, as a team, have achieved. And I look forward to what the future holds!”, declares Jos Nivelle, Customer Service Coordinator at Gymna® International and key user during this project.
In the meantime, the new system has been in use for several months and has grown from 6 users to 21 users! All departments have embraced the tool in the meantime and are enthusiastic about the new ERP solutions, which are also available everywhere.