EVG - Client Payment Transfer Process

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  • Success Story

From Excel Chaos to a Secure Digital Solution: EVG Automates the Client Payment Process

Client: Railway and Transport Union (EVG) Industry: Labor unions and advocacy Service Area: Digital processes and secure web applications

The Railway and Transportation Union (EVG) represents the professional interests of all employees in the transportation industry. It advocates for fair wages and safe, good working conditions. A key internal process that regularly required a significant amount of effort was the management of the mandate transfer process for over 400 supervisory board seats. In collaboration with Axsos, this process was fully digitized and automated.

  • The Challenge

Manual effort, security risks, and a lack of transparency across 400 clients

When Excel and email reach their limits

Conducting the mandate transfer process manually—using Excel and unstructured document storage systems—was extremely time-consuming and prone to errors. The process had to be carried out for over 400 supervisory board mandates. The variety of cases and the scope of the tasks involved made administration even more difficult.

Another problem was the exchange of sensitive compensation data: The existing communication channels no longer met current security requirements. There was a lack of centralized control for all parties involved, transparent status overviews, and a legally compliant, traceable process.

The goal was clear: to structure and simplify the process while meeting the high standards for data security and compliance.

  • The Solution

Secure, Axon Ivy-based web application for a fully automated process

Central Platform for Elected Officials, Financial Administrators, and the Audit Committee

Axsos developed a secure, fully web-based application based on the Axon Ivy process engine. This replaced the manual process and brings all stakeholders together on a shared, secure platform.

01

Digital Income
Declaration for Elected Officials

Elected officials can report their supervisory board income directly online. They can keep track of payments already made at any time and download relevant documents, such as tax returns, on their own.

02

Central Management Platform for Financial Administrators

The finance department will have a centralized management platform for monitoring all annual payments. An integrated email module with templates enables targeted communication. Interfaces for payment integration ensure seamless data transfer to the accounting department.

03

Secure In-Process Chat

A secure, in-process chat replaces insecure email communication and facilitates direct communication between elected officials and the finance department.

04

Final Review by the Audit Committee

The audit committee finally reviews each payment and marks it as completed. The entire process is fully documented and audit-ready.

  • The Implementation

Technically precise and tailored to the requirements of the EVG

A proven technology stack for secure and scalable processes

Axsos implemented the web application based on the Axon Ivy process engine. The web front end was developed using a proven technology stack that combines stability, security, and scalability.

  • Axon Ivy and JSF/PrimeFaces
    The process engine is at the heart of the application. The front end was developed using JSF and PrimeFaces to ensure a user-friendly experience.
  • Java, SOAP, and Microsoft SQL Server
    Server-side logic in Java, data exchange via SOAP interfaces, and stable data storage on Microsoft SQL Server ensure reliable operation.

  • Interfaces and Email Module Integrated payment interfaces and an extensive collection of email templates reduce the workload on the finance department and standardize communication.

The implementation was carried out in close coordination with EVG officials. All requirements related to financial management, compliance, and data security were consistently incorporated into the system architecture.

  • Project Successes

Transparency, security, and peace of mind across the board

01

Automated Discharge

Significant reduction in manual effort through the complete digitization of the client payment process.

02

Secure Communication

Implementation of a secure web front end and a secure, in-process chat for exchanging sensitive data.

03

Transparency and Acceptance

Transparency and Acceptance The entire process is now transparent, user-friendly, and fully digital. Employees quickly embraced the solution.

  • The Conclusion

Digital Processes as the Foundation for Security and Efficiency in Union Work

Axsos: A Reliable Partner for Sensitive, Complex Administrative Processes

The digitization of the client payment process has significantly reduced the workload at EVG and sustainably increased efficiency. Through automation and secure data exchange, not only has manual work been reduced, but data security has also been brought up to modern standards.

Axsos has delivered more than just a technical solution. As a partner with a deep understanding of the process, Axsos has developed an application that performs well in day-to-day operations, meets compliance requirements, and reduces the long-term workload for EVG. The digital process represents a sustainable improvement for all parties involved.

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Axsos AG, Konrad-Zuse-Weg 1, 72555 Metzingen, 49 711 901196 440, www.axsos.de

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Jamil Isayyed

Jamil is an experienced digital process professional, has a rich international background in the information technology and services industry spanning Germany, Greece and Palestine. He holds a Bachelor's degree in Computer Science and a Scrum Master certification from the Scrum Alliance with a focus on Computer Software Engineering. Jamil is passionate about leading and building high-performance teams that deliver exceptional experiences and create valuable opportunities for clients. In addition to his main role, he is the Director of Axsos Academy GmbH. In this role, he leads a dynamic German-Palestinian bootcamp designed to help young people enter the IT market and build a successful career.

Bernd Length

Bernd Länge has been working in the IT industry for over 20 years and advises clients and interested parties on cyber security issues as well as on the development and implementation of information security management and data protection. In this role, he acts as an external data protection and information security officer for clients. It is important to him to take a pragmatic approach and work closely with clients, partners and vendors to ensure that clients' enterprise security is up to date.

Martin Müller

As a technology enthusiast and committed leader, he has been helping companies in the IT sector to shape the future of work for over 20 years. Thanks to his quick thinking and ability to develop effective solutions, he is able to formulate a clear vision of what our future way of working will look like. Step by step, he overcomes challenges and drives us forward into the future. However, he does not accomplish these tasks alone. He has a competent team that he trusts completely and can rely on. Together they overcome every hurdle! Through positive, critical thinking, the second-best solution often leads to incremental success - after all, even an empire wasn't built in a day. This approach makes him unique in his role and he looks forward to working with you on the path to the future.

Rolf Stephan

His enthusiasm for information technology led Rolf to study computer science and graduate from the University of Karlsruhe, now the KIT / Karlsruhe Institute of Technology. Rolf has been working in the IT sector ever since and knows the industry inside out - both nationally and internationally. For more than 25 years, he has focused on international cooperation between experts across all cultures. He also pursued this approach in the first company he founded, AD Solutions AG, which quickly developed into a renowned international IT service provider with several branches in Germany, Switzerland, Austria and the USA. Rolf Stephan has been General Manager since 2010 and CEO of AXON IVY AG, headquartered in Switzerland, since 2021. He has been an investor, shareholder and Chairman of the Supervisory Board of Axsos AG since 2009.

Frank Müller

Frank is a passionate IT expert and visionary entrepreneur. He loves and believes in peace and freedom. For him, these values are more than just words. They are the result of great awareness, responsibility and a solid foundation. His foundation is his faith in Jesus and his unconditional love for people. Frank builds his great visions on this foundation, such as his commitment to peace in the Holy Land. He is not afraid to realize creative and unconventional ideas, such as founding a medium-sized company that spans four countries and cultures and offers its employees a great deal of freedom. Founding a bootcamp academy in the midst of the coronavirus pandemic is certainly one of these ventures. Through these efforts, Frank creates new innovations and added value for his customers and the people who travel with him. With more than 32 years of IT experience and 15 years as an entrepreneur, Frank helps other entrepreneurs focus on their core business and translate their needs into technology opportunities and implementations. His team and he can translate these requirements into a customized IT strategy, processes and technologies. Frank always has a heart for the people he supports and wants to encourage them to break new ground and develop their potential. Frank is open to exchanging ideas with people who see values not as CSR or marketing chatter, but as the basis of their actions. He seeks contact with people who want to change the world for the better. He also welcomes those who are looking for support from him or his team on their journey into the cloud, digitalization or the use of AI.