Industry
Mechanical Engineering — OEM contracts, maintenance and spare parts in one system
From engineer hours to maintenance contracts: DARION-AI connects projects, warehouse and contract management for mechanical engineering companies.
Das Problem
OEM contracts in SharePoint, hours in Excel
Maintenance contracts with OEM customers live in SharePoint folders, engineer hours are tracked in Excel, and project progress lives in a separate PM tool. At month end, three employees must merge data from three systems. When a contract renewal comes up, there is no overview of the last few months of performance. SLA deadlines are entered in calendar apps and forgotten during holidays. The result: manual rework, delayed invoices and SLA violations triggering penalties.
Spare parts warehouse disconnected from service
The spare parts warehouse runs in its own software, service orders come from the ticket system, and procurement happens via email to suppliers. These three systems do not communicate. A service technician does not know whether a spare part is in stock before driving to the customer. Arriving without the part means an extra trip. Procurement orders parts that are already in the warehouse because stock is incorrectly recorded. Capital tied up and delivery lead times increase.
Multiple sites, different document versions
With two to five production sites, versioning problems arise: engineering drawings, price lists and project documents exist in multiple local versions. Who is working with which version is unclear. Collaborative editing is impossible, approval processes run by email. During delivery deadline conflicts, management has no consolidated overview. Reporting is assembled manually in Excel and is already outdated by the time it is finished.
Die Lösung
Contracts module with delivery deadline visibility
DARION-AI's Contracts module stores OEM maintenance contracts, supply contracts and framework agreements with automatic renewal alerts and SLA deadline tracking. Every contract is linked to the corresponding project in the Projects module — delivery dates from the project are visible directly in the contract. SLA deadlines trigger automatic reminders before penalties arise. Engineer hours from projects flow directly into contract billing — no more manual reconciliation.
Warehouse and IT service connected for spare parts
DARION-AI's Warehouse module is directly integrated with the IT and Service module. A service ticket can automatically create a spare part reservation. The service technician sees real-time stock before driving to the customer. Orders are triggered automatically when the minimum stock level is reached — with an approval workflow for orders above a configured threshold. Capital tied up decreases because surplus orders are avoided through accurate stock visibility.
HR hours from projects directly into payroll
Engineer hours, service technician time and project manager effort are recorded in the Projects module and flow without a media break into HR payroll preparation. Overtime reports, cost center assignment and project cost reports are current without an Excel export. Management has a consolidated view across all sites on the dashboard — project progress, resource utilization and contract status on one screen.
Praxisbeispiele
SLA deadline monitoring for OEM customers
The service manager opens the Contracts dashboard in the morning. All OEM maintenance contracts due in the next 14 days are highlighted in red. One click shows the last service date, the open ticket status and the stock level for the required spare parts. They assign the order with one click and the technician receives the complete order documentation on the app.
Spare parts order with automatic threshold
The warehouse module detects that gasket ring type A4 has fallen to 3 units — minimum stock is 10. A purchase order proposal is automatically created and sent to the buyer for approval. After approval, the order is sent directly to the preferred supplier. The service technician sees in their ticket system when the part will be delivered and plans the customer appointment accordingly.
Month-end close without manual data consolidation
At month end, the project lead exports all employee hours from the Projects module directly into HR payroll preparation — one click, no Excel files. Finance pulls the billed project services from the Contracts module for invoicing. The accountant receives the DATEV export directly from the Finance module. The entire process takes hours instead of days.
Relevante Module
Compliance & Standards
GoBDGDPRISO 27001
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