Behind-the-scenes of the implementation at Wisła-Płock S.A.

30.09.2024

ABOUT THE CLUB

Wisła Płock is a brand that no fan needs special introduction. And since soccer is the most important of all things unimportant, the high attendance at Betclic I league matches should come as no surprise. Wisła Płock, also known to fans of the first division, played 16 seasons at the highest level of the league, and the club’s greatest successes include the Polish Cup and Super Cup in 2006. For many, many years, Wisła Płock has also been a brand associated with financial and organizational stability – both today and in times justly past, when many much better recognized or titled first division clubs were barely making ends meet. Not surprisingly, also in terms of digital transformation, the club, like a classic enterprise, is actively trying to keep up with the latest trends.

ABOUT THE SUPPLIER

BlueDew Ltd. was doing quite well in the IT market for many years, providing its own workflow systems and building custom applications for many large and well-known companies in Poland and abroad. When the pandemic came, several bold decisions were made, including the revolutionary one to release the first fully free and deployment-automated workflow and case management system. After two years of intensive study and implementation work, Dew-X appeared on the market, which is now already used by more than 1,000 organizations. As intended, primarily such organizations that previously could not afford an IT revolution related to process management. And although the system also has a PRO Business version, dedicated and successfully implemented in wealthier companies, the first and natural way to use it (including in mobile form) is the Pro bono model, which does not generate any application-related costs on the customer’s side.

Challenges – baseline

At Wisła Płock S.A., the 2023/2024 season brought many significant changes, especially in the areas of finance and technology. After falling from the Ekstraklasa, the club found itself in a difficult situation, which forced the implementation of new management tools. One of the measures was the introduction of detailed cash flow planning, spread out over weeks, which included precise forecasts of receipts and expenditures and ongoing control of accounting accounts.

The club store implemented a merchandise labeling system and automated reporting for internal, and accounting purposes. Communication of the warehouse system with the fiscal printer and payment terminal was also implemented. The next step was to deal with the management of cost invoices to eliminate the traditional circulation and description of documents.

IMPLEMENTATION

Many Dew-X users feel dizzy immediately after creating an account and logging in due to the vastness of the system’s capabilities. For this reason, BlueDew offers free workshops to selected people. In this case, however, it was different – Tomasz Ostrowski, having experience with systems of this type from his work in corporations, did the configuration himself and built the first business process on his own. Although the digitization and automation of invoice workflows alone would be a major step forward on the road to digital transformation, Mr. Tomasz had a bold vision to go further and automate the preparation and validation of payment packages. The combination of Dew-X’s integration capabilities, bilateral consultations and the clear and lucid concept of the club’s CFO made it possible, in a dizzying 10 days, to complete the implementation with the preparation of additional modules for Wisła Płock, and thus move to production use of the system.

From BlueDew’s side, the implementation was managed by Krzysztof Rozwadowski – a passionate fan of both soccer (for 30 years) and workflow systems (for 15 years). Krzysztof, before starting his adventure as a shareholder and CTO of BlueDew, had the opportunity to perform all functions related to process management systems, from selling them, to implementing them, creating them, managing them in the corporation, buying them or advising company boards on the matter.

CLIENT’S POINT OF VIEW

Tomasz Ostrowski: I had the pleasure of implementing the Dew-X workflow system at our club. The main purpose of this implementation was to streamline the workflow of cost invoices and payment management, as well as to automate processes that were previously done manually and took a lot of time.

The Dew-X system was implemented primarily to handle cost invoices, which allowed us to have better control and transparency over the entire process. The key element of the system is two spaces: paid invoices and unpaid invoices. This gives us a complete picture of current obligations, which makes it much easier to monitor payments and plan expenses. In the space of unpaid invoices, I can generate a package of transfers to online banking at any time, which significantly speeds up the process of settling obligations and minimizes the risk of errors.

The implementation of the workflow turned out to be particularly effective thanks to great cooperation with Mr. Krzysztof Rozwadowski, who represented BlueDew. From the beginning of the project I had a very good contact with Mr. Krzysztof, and his professionalism and commitment made the whole process run smoothly. Any potential problems were quickly resolved, and the system was tailored to our needs.

Dew-X has been a key tool for us, which not only improved work efficiency, but also introduced greater transparency and automation of processes related to invoice circulation and payment processing. I am convinced that this implementation has contributed to better financial management of the club and will allow us to achieve our goals even more effectively.

SUPPLIER’S POINT OF VIEW

Krzysztof Rozwadowski: In the case of Wisła Płock, I had to get personally involved in the topic, as soccer is absolutely my favorite sport. “I have associated “Nafciarzy” for years – thanks to the biting shots of Paweł Miąszkiewicz and Darek Gęsior, the frantic rallies of Irek Jeleń or Wahan Gevorgyan, the parades of Kuba Wierzchowski, the Polish representatives from different stages of their careers: Slawek Peszka, Dominik Furman, Damian Szymański and Arek Recy. The very first contact with Mr. Tomasz Ostrowski gave me a picture of a partner who knows what workflow is and how important it is to digitize processes within an organization. After two online meetings, we already had a clear implementation concept together. Financial and organizational issues went smoothly, and the possibility of a business partnership meant that a professional IT solution for a brand recognized in the sports world simplified the entire commercial process. It is worth noting here that Wisla, although it could only use the free version, decided to create a dedicated, turnkey solution for itself on the basis of Dew-X, and in a record time of 10 days. Moments after implementation and short but intensive testing, the system was fully stable and could be propagated within the organization. Remarkably, we didn’t have to train the users – both because of the clear interface and due to the involvement of Mr. Tomasz, who conducted the internal workshops himself. We are already planning further process implementations, which the client will probably carry out completely without our help – just as we assumed when creating the solution. In the end, we were left with a sense of immense satisfaction, a press release and a joint photo in front of a Wisla home game, which was a great experience for me as a soccer fan.

Wisła-Płock wdrożenie Dew-X

Link to publication on the website of Wisła-Płock S.A.

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