A European construction industry manufacturer grew from humble roots to a leadership position in its class globally, with nearly 12,000 employees spread across the world.
Family-owned, and based in Europe, the company combines commercial success with environmental responsibility, setting ambitious sustainability targets. This included a goal to capture 4.5 million tons of CO2 through forest projects by 2041. But this was accompanied by another challenge. Managing product information and facility data across 37 countries and 21 production facilities posed significant challenges, especially as demand for ESG reporting increased.
Challenges: From spreadsheets to global growth strategy
Product information management
Before implementing Stibo Systems Platform in 2017, the company tackled a complex web of product data, where different building codes and regulations across multiple countries meant a material or product specified in one market was completely unsuitable in another. The impact of this was many variations and versions of product specifications, translations and datasheets.
"Our products had to perform reliably in a wide range of climates, from harsh winters to intense summer heat, each with unique specifications, pricing and installation needs."Master Data Process Manager
It was important to ensure that key stakeholders could quickly access the correct product specifications. Coordinating this information became even more complex as connected technologies gained wider adoption.
Facility data chaos
Impetus for change came from an unlikely place: the facilities team was also drowning in spreadsheets. A global team, it worked across one massive Excel file tracking locations across 27 countries. The resulting database was so complex it had nearly maxed out Excel's color-coding capabilities. This made it difficult to:
- Keep track of what each building was used for
- Figure out where they could expand
- Track electric vehicle (EV) parking spots
- Know what was in each room
- Help maintenance teams fix issues
- Pull together sustainability reports
Master data documentation
At the same time, the global master data team was struggling with their SAP documentation. Important information was scattered across multiple spreadsheets, leading to constant confusion about:
- Who needed to update which data fields
- Which department owned what data
- How to keep documentation consistent
- Where to find process documentation
ESG reporting requirements
With a goal to become lifetime carbon neutral, the company needed a much better way to track its environmental impact. From district heating systems to solar panels and even the company’s clever use of wood waste for heating at production sites, all this data needed to be captured accurately.
And it wasn't just about internal tracking anymore. The company had to meet increasingly detailed ESG reporting requirements and prove its sustainability credentials.
All these fragmented systems made it increasingly difficult for many teams and departments to track data accurately, respond quickly to needs, and meet reporting obligations.
"One source of truth for all facility data has transformed how we operate globally."Master Data Process Manager
Solution: Building a unified data foundation
A systemic approach was called for, and the company implemented the Stibo Systems Platform in phases. First came the core product information management (PIM) in 2017, followed by master data documentation and facility management.
Product data centralization
The company built a comprehensive PIM system that manages everything from product specifications to compatibility information. The system handles market-specific variations, installer reward programs, and BIM data for architects.
The platform's translation features were put to work to manage product information across multiple markets and automatically generates its product catalogs from the same centralized data source.
With a single source of truth for product information, the company effectively eliminated the confusion of multiple data sources.
Facility data transformation
The team created a hierarchical data model in the Stibo Systems Platform that mirrors its physical structure: country > site > complex > building > room.
This model allows data inheritance through the hierarchy, making it easier to manage information at the appropriate level. The company integrated QR codes for each room, linking directly to its maintenance ticket system. The facility data now feeds multiple systems:
- Power BI dashboards for management reporting
- ESG reporting systems
- IT service desk systems
- Maintenance ticket management
- Master data documentation platform
For data coming from SAP, the company built a structured documentation system within the Stibo Systems Platform that clearly shows:
- Field ownership and responsibilities
- Data update requirements
- Process documentation links
- Different responsibilities for raw materials, semi-finished and finished products
"What started as a simple facility management tool became the backbone of our ESG reporting and maintenance systems." Master Data Process Manager
Outcomes: Transforming operations through better data management
Simplified facility management
The new system transformed facility management from the chaotic color-coded spreadsheet into a structured, efficient process.
Maintenance staff can now scan room QR codes to automatically log issues with all relevant location data. The system manages approximately 12,000 rooms across a truly global operation, providing accurate, up-to-date information about space utilization and capabilities.
Better ESG reporting
The unified data platform significantly improved the ability to track and report environmental metrics. It can now easily monitor:
- Building heating systems and energy usage
- Solar power installations
- Waste-to-energy systems
- Legal entity distribution across sites
This data directly supports the business’ ambitious goal of becoming lifetime carbon neutral by 2041.
More efficient operations
By centralizing product data, the company streamlined its processes for managing market-specific variations, pricing and technical specifications. The system now serves as the single source of truth for its websites, web shops and product documentation across all markets.
A future-ready platform
The platform's flexibility also made it easier to keep adding new capabilities. What started as a PIM system has evolved into a comprehensive data management platform that supports everything from facility management to sustainability reporting.
And since the system is modular, individual teams and the entire business can easily adapt to new requirements and reporting needs as they arise.
