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Case Study
Optimizing Resources by switching to the Klopotek Private Cloud
As part of a large-scale project, which also included switching to an external distribution partner, the Beltz publishing group (Verlagsgruppe Beltz) decided to migrate its software operations to the Klopotek Private Cloud and to have Klopotek operate the system.
Learn how this move improved resource efficiency and led to time savings and why this long-time customer is satisfied with the project's outcome.
Marianne Rübelmann,
Managing Director, Beltz
Main Challenge:
Migration of central publishing processes to the Klopotek Private Cloud
Result:
Resource efficiency and time savings, greater flexibility, and increased control
Company Size
150 employees
Location
Weinheim, Germany
Implemented Solution
Klopotek Private Cloud
Strategic Objective
Harmonization of Business Processes
Main Challenge
Migration of central publishing processes to the Klopotek Private Cloud
For over 10 years, the Beltz Publishing Group has been using a wide range of Klopotek O2C (Order to Cash) modules in quite a unique way: for its own customer service (B2C) and external distribution (B2B). Our customer decided to execute extensive changes, including switching to a new external distribution provider and migrating central publishing processes to the Klopotek Private Cloud.
Solution & Result
Resource efficiency and time savings, greater flexibility, and increased control
For the past six months, deliveries via the new external distributor VVA have been running smoothly. Using Klopotek’s hosting services for the Private Cloud has simplified operations and optimized resources.
Customer pictures
Results
What were the main challenges of the project from your perspective? You specifically chose Klopotek’s services instead of developing your own solution or seeking another hosting partner.
“The challenge lay in integrating various ERP systems. We switched databases and modified processes. After changing our distribution provider, we had to streamline workflows and carefully review all system-mapped processes to determine if they needed adjustments. We succeeded in doing this, including transitioning to the Klopotek Private Cloud."
Peter Sprenger, Head of Systems and Processes
Can you describe the time savings or synergy effects? What advantages does working with Klopotek as a hosting partner bring?
“We expect time savings in resource usage and a reduction in overall costs. Plus, we are now faster: there’s no longer the need to go back and forth between distribution and suppliers."
Marianne Rübelmann, Managing Director
"Now, new challenges are emerging. The system is run by Klopotek, but we monitor it. We need to track how processes have changed—for instance, how exported data is now transferred to third parties like our BI system and distributors. We wanted this responsibility. The benefit is that we can pinpoint errors and directly identify where something went wrong."
Claudia Klinger, Head of Advertising & Customer Service
"It’s a relief that Klopotek is now operating the system. We don’t have an in-house team full of programmers and IT specialists who understand these systems. We needed a partner who could handle certain tasks for us as a publishing house. Klopotek provides that flexibility, and I keep realizing how valuable that is. Even with large amounts of data, the system is incredibly fast. This is due to the structured organization of workflows and how scripts access the database directly. We’re talking about 11,000 products, an extensive XML file of 400 MB, and exporting that in five minutes. With an interface solution, this would have taken half a day."
Peter Sprenger, Head of Systems and Processes
What advice would you share with other publishers facing a similar project?
"My recommendation is to rely on Klopotek’s expertise and reliability. Their dedication to meeting project deadlines is invaluable, and you can trust them to deliver."
Marianne Rübelmann, Managing Director
"Things could have gone differently. We could have ended up with consultants saying, 'You’re too complicated, switching providers next month is not our problem.' The responsibility for a smooth transition lay with us, not Klopotek, but they provided the necessary support. Throughout the project, I encountered many aspects of the system I wasn’t familiar with, and I had complete confidence that Klopotek would handle it. I could trust that everything would be done correctly and on time. The collaboration was always professional."
Claudia Klinger, Head of Advertising & Customer Service
"My key takeaway from this project is that you need to understand how procedural workflows operate within the system—this is the heartbeat of Klopotek. How is data retrieved from the database? What process handles it? How is it exported as an XML or CSV file? The system is the place where you can structure and automate workflows. Customers should engage deeply with these aspects: How do you control them? If time allows, how can you further optimize them by refining data models and management?"
Peter Sprenger, Head of Systems and Processes
What are your future plans with Klopotek? The next steps in our collaboration, following the successful introduction of digital receipt printing, include integrating the redesigned web shop and implementing the Authors Online portal from Klopotek — eliminating paper-based receipts. And beyond that?
“A project we definitely must consider for next year is a central customer database. This would significantly impact our processes between web shops and the CRM system. Other internal systems would also benefit from this data, reducing the need for multiple data sets. This is a major project, and we need to take the necessary time to do it properly."
Peter Sprenger, Head of Systems and Processes
"We are very grateful for the teamwork and look forward to many more years of cooperation."
Petra Steinfeld, Managing Director, Klopotek
Some of our clients
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