Modern procurement sits at the center of numerous interfaces – from quality to sales to engineering. Without structure, friction losses, duplicate work, and coordination chaos arise. In the webinar "Less Coordination Stress, More Speed – Orchestrating Procurement the Right Way," Matthias Bohmann (Head of Procurement, Broetje-Automation) and Johannes Groll (Managing Director Product Development, Tacto) show how Broetje-Automation restructured its procurement organization: from fragmented Excel workarounds to clearly orchestrated interfaces, a central data foundation, and a role-based access concept that fundamentally changes information flow.

‍

Starting Point – Complexity, Data Silos, and High Dependencies

‍

Broetje-Automation is a leading provider of production systems for the aerospace industry with an international supplier base. Due to high complexity, transparency was only possible through manual preparation – error-prone, time-consuming, and heavily dependent on key users and IT.

This structure led to several problems:

‍

• Procurement KPIs were not centrally available; currency and overview were lacking.
• Other departments were heavily dependent on procurement because they had no direct access to data.
• After restructuring and simultaneously increasing order volumes, the burden on procurement rose significantly.
  

‍

‍

Role-Based Access Concept as the Linchpin

‍

Instead of centralizing information in procurement and manually answering every request, data is prepared centrally once and then distributed in a role-appropriate way:

‍

• Sales directly sees relevant supplier and market data for quote calculations.
• Quality can view and maintain evaluations, audits, and documents independently.
• Accounting accesses creditor data, payment terms, and volume overviews.
• Management receives condensed KPIs and reports in real time, without reporting loops.
  ‍

Each role has exactly the access it needs – no more and no less. Procurement no longer needs to create ad-hoc reports or distribute data but instead defines the framework in which all stakeholders work independently. This massively relieves the team, reduces follow-up questions, and noticeably accelerates decisions.

‍

‍

Single Source of Truth as the Foundation

‍

The technical foundation is a central database that connects the ERP system with Tacto. Data is prepared once, made available on a daily basis, and distributed according to role logic. This creates a single source of truth that eliminates information gaps, ensures currency, and reduces dependency on individuals.

‍

‍

From Static Reports to Dynamic Analytics

‍

Stakeholders get immediate access to current KPIs. Supplier volumes, commodity group developments, and performance data are available at all times without procurement having to manually aggregate or distribute. Decisions are based on real-time data.

‍

‍

Collaboration Along Clear Roles

‍

The role model not only makes collaboration more efficient but restructures it entirely. Procurement shifts from being a data hub to an orchestration authority that defines processes and information flows rather than operationally handling them itself. All departments – management, sales, quality, operational teams – access the same data foundation and work along defined responsibilities. This creates new clarity about who uses what information and when, without constant coordination rounds.

‍

‍

Conclusion

‍

Broetje-Automation exemplifies how a clearly structured role and access concept changes the way procurement organizations work. Instead of being an information hub, procurement defines the rules – and all stakeholders access the same data foundation directly. This reduces coordination effort, accelerates processes, and shifts procurement's role toward orchestration. A central data foundation and clearly defined roles turn complexity into speed.

‍

In the webinar, Matthias Bohmann (Head of Procurement, Broetje-Automation) and Johannes Groll (Managing Director Product Development, Tacto) share practical insights on how Broetje-Automation restructured its procurement organization through central data structures and a role-based access concept – creating transparency, autonomy, and speed.

‍