Automating Hundreds of Manual Processes and Entering a New Era of IT

We’re inviting customers to an exclusive Beta Program to test out the new no-code process management features.

Ruum Team

Florian Frey

June 30, 2020

3 min

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When we set out to build a lightweight project management solution in 2017, little did we know that it would transform into a powerful no-code process management tool only 3 years later. With users from more than 7.000 companies, Ruum has become a popular solution in the SAP portfolio these past few years, utilized by customers and SAP internals alike to make their daily work smoother, more efficient, and more transparent.

The solution was built on the belief that the work happening outside core systems, such as ERPs, CRMs or logistics solutions, was ad-hoc and had to be both open and flexible. But as we engaged more with our customer base, we came to an interesting realization: Our users didn’t want to work on an ad-hoc basis; instead they wanted to structuralize routines outside of their core systems to optimize efficiency. So they used templates in Ruum to build and automate their own departmental processes, relieved that it didn’t require any support from IT. The processes spanned across all areas in the customers’ organizations, ranging from HR to finance to customer service.

The automation of departmental, so called ‘long-tail’ processes, is a significant problem for many IT departments. Due to overflooded IT backlogs, many times business units wait months for their processes to get developed by IT teams. Shortly after, they may find out that the requirements got lost in translation or the process has changed in the meantime. To get the job done, many employees in finance, HR and customer service find themselves shuffling between various spreadsheet-supported processes and email routines - a nightmare for any IT executive. “Those fuzzy processes living in shadow IT are a major challenge for almost all CIOs as they put data harmony and IT security at risk” confirms SAP’s Chief Innovation Officer, Max Wessel.  

We decided to tackle this problem and change the dynamic between IT and business altogether. With our new feature set, the time has come to put the power of building and automating processes in the hands of the end-user. No one knows better what the routine has to look like, which steps need to be considered, who needs to approve and which other SAP systems are touched on the way. We’re so excited to give everyone in the enterprise the tool that will help empower them to build and change processes just the way they need them.

The new feature set is designed in a what-you-see-is-what-you-get fashion, meaning it’s straight forward and intuitive. Users create their processes by flexibly combining forms, approval steps, tasks, and system connectors, while assigning roles and responsibilities along the way. System connectors help make integration into other SAP systems seamless and easy, transforming manual routines into fully automated processes that feed or pull data from core systems. For departmental processes that feed into existing process extensions, we’re working with SAP’s Workflow Management on SAP Cloud Platform, ensuring an integrated experience across all processes in a customer’s landscape.  

One of the many wonderful customers that helped shaped the new feature set is Berlin-based global online food ordering company, Delivery Hero.

"We are convinced Ruum Process Management will be a game changer for us. Today, it takes us 3-6 months to build and implement custom processes around our S/4HANA system. With Ruum, we'll be faster, more flexible, have built-in automation, and an unparalleled user experience”

— Johannes Langguth, Senior Director Finance Systems.  

In our upcoming Beta Program running from August 3 to September 25, a few selected customers will get early access to the new feature set in order to provide direct feedback that will help finalize the last details before the public release at SAP’s virtual conference, TechEd, in Fall 2020. If you're interested in joining our Beta, please find more details here and apply until July 26th.  

To quote our Chief Innovation Officer Max Wessel once more:

“It has never been more important than today to stay flexible and agile to adapt to a changing world. I’m convinced that our new reality urgently requires this new era of IT."

We couldn't be more excited to be part of this journey!

Apply for the Beta Program now.

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