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Case Study

Our role: Project Manager / ERP Development Lead

Our client

Polifilm Group

08/2022 – 05/2023

Replacing an established but sluggish development partner with a high-performing offshore provider. The biggest challenge: emotional resistance in departments that viewed Partner A as „part of the team“ and a lack of documentation. We steered the narrative through facts, transparency, and clear metrics:

High quality, lower time-to-market. During a transition phase, we orchestrated knowledge transfer, repository handover, and parallel sprints from both partners until Partner B delivered stably and Partner A was offboarded.

Initial Situation | Objectives

  • External development partner A was contracted for ten years, but only delivered mediocre quality and slowed down releases.
  • Internal IT was dependent on partner A, stakeholders feared loss of know-how and project backlog.
  • Objective: Seamlessly replace Partner A, onboard Partner B, secure know-how, and increase release speed.

Duties | Responsibilities

  • Analysis of Partner A's performance deficits, compilation of hard facts for the board of directors and specialist departments
  • Development of a Migration and Exit Plan
  • Moderation of Tripartite – Clear Roles, Deadlines, KPIs
  • Setting up a „War Room“ for the critical stability phase: daily progress and risk reviews
  • C-Level Stakeholder Communication: Status Reports, Risk Heatmaps, Fast Escalation Paths
  • Enforcement of new SLAs and penalties, handover to operational Dev-Ops team

Key areas:

  • Process recording of previous Excel maintenance
  • Creation of a Target Concept for Replacement Processes in BC
  • Identification of Limitations in BC and Selection of D365 Field Service as a better solution
  • Joint architecture planning for the integration of both systems
  • Introduction of Field Service including Work Orders, Mobile Apps & Resource Scheduling
  • Interface structure BC ↔ Field Service (e.g., spare parts, bookings, expenses)
  • Training & Change Management for Technical and IT Teams

Technologies & Methods

  • Microsoft Dynamics 365
  • Azure DevOps (Repos, Boards, Pipelines)
  • Miro (Digital Moderation, Process Visualization, Architecture Workshops)
  • Stakeholder Management Based on RACI + ADKAR
  • Process Model: Agile Transition Framework, supplemented by weekly steering committee meetings and technical quality gates

Project Manager / Head of ERP Development

Results

Weidehoff Business Solutions

  • Successful cutover without system downtime
  • Reducing technical debt through new code quality and automated tests
  • Sprint speed increased by +35 %; error rate in releases significantly reduced
  • Increased transparency for internal teams through clear deployment roadmaps and KPIs
  • Trust restored between business units and IT