Tenant self-assignment via Tradesperson Portal cuts workload at VW Immobilien

A modern IT system at Volkswagen Immobilien

With around 9,500 apartments, Volkswagen Immobilien GmbH is one of the largest housing company in Wolfsburg. The company is benefiting from a new and highly integrated SAP S/4HANA^® system. Streamlined processes, including mobile steps, are the hallmark of its modern IT infrastructure. To make this possible, VWI relies on a wide range of key PROMOS components. These include the versatile easysquare workflow process control tool, the quality management and safety inspection solution, as well as the tenant app and tradesperon solution – all fully integrated into the company’s SAP^® system.

Self-assignment at VWI – benefits for tenants, landlords, and tradespeople

We all know the scenario: tenants often find it take several days, if not weeks, before a reported defect is processed by property management and a trades company is commissioned. This process is already significantly accelerated when landlords use modern, integrated IT tools such as a digital tradesperson portal for commissioning and billing. VWI now shortens this process even further. Tenants can report defects directly to selected trades companies. The company then submits a notification in the tradesperon portal under self-commissioning, which is promptly confirmed by VWI. This direct communication with the trades company eliminates the need to go through VWI, saving tenants time and allowing them to schedule appointments quickly and resolve their issues in no time. The workload for VWI employees is also significantly reduced. The process is fully integrated into VWI’s SAP^® system via the tradesperson portal, enabling seamless performance-based billing. At the same time, documentation of order processing is transparently available in SAP^®.

Overall, the self-assignment solution offers another major advantage: no time-consuming interface integration is required when introducing it. Service providers can manage their orders easily via the browser-based tradesperson portal, making it simple and straightforward to onboard new trades companies.

Conclusion and outlook

Thanks to self-commissioning, tenants can contact the relevant trades company directly. This speeds up the process and simultaneously reduces the workload on VWI’s side. The foundation for this self-assignment setup is the trusting collaboration with selected trades companies.

Looking ahead, self-commissioning is set to take another step forward thanks to the tenant app introduced by PROMOS in winter 2024. Tenants will then be able to report defects directly to the responsible trades company via the app. The implementation and feasibility are currently being evaluated internally. The interplay of digital reporting in the tenant app, self-assignment in the tradesperson portal, and integration with the SAP^® system would fully digitize the process and take it to an entirely new level.