Modern procurement sits at the heart of numerous interfaces, from quality and sales to engineering. A lack of structure here leads to friction, duplicated effort, and coordination chaos. In our webinar, "Less Coordination Stress, More Speed – Orchestrating Procurement Effectively," Matthias Bohmann (Head of Procurement, Broetje-Automation) and Johannes Groll (Managing Director of Product Development, Tacto) show how Broetje-Automation restructured its procurement organization: moving from fragmented Excel workarounds to clearly orchestrated interfaces, a centralized database, and a role-based authorization conceptthat fundamentally transforms the flow of information.

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The Starting Point – Complexity, Data Silos, and High Dependencies

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Broetje-Automation is a leading provider of production systems for the aerospace industry with an international supplier base. Due to the high level of complexity, transparency could only be achieved through manual processing—a method that was error-prone, time-consuming, and heavily dependent on key users and IT.

This structure led to several issues:

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• Procurement KPIs were not centrally available, and there was a lack of real-time data and oversight.
• Other departments were heavily dependent on procurement because they lacked their own view of the data.
• Following restructuring and a simultaneous increase in order volume, the workload in procurement rose significantly.
  

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Role-based authorization as the linchpin

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Instead of centralizing information within procurement and answering every request manually, data is prepared once in a central location and then distributed according to the target audience:

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• Sales can directly view relevant supplier and market data for quote calculations.
• Quality can view and maintain ratings, audits, and documents independently.
• Accounting has access to vendor data, payment terms, and volume overviews.
• Management receives consolidated KPIs and reports in real time, without the need for reporting loops.
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Every role has exactly the access it needs—no more, no less. Procurement no longer has to create ad-hoc reports or distribute data; instead, it manages the framework within which all stakeholders work independently. This significantly relieves the team, reduces follow-up questions, and noticeably accelerates decision-making.

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Single Source of Truth as a foundation

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The technical foundation is a central database that connects the ERP system with Tacto. Data is prepared once, provided with daily updates, and distributed according to role-based logic. This creates a single source of truth that eliminates information silos, ensures data accuracy, and reduces dependency on individual employees.

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Moving from static reports to dynamic analytics

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Stakeholders get immediate access to current key figures. Supplier volumes, commodity group trends, and performance data are available at any time, without procurement having to manually aggregate or distribute them. Decisions are based on real-time data.

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Collaboration through clear roles

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This role-based model doesn't just make collaboration more efficient; it fundamentally restructures it. Procurement shifts from being a data hub to an orchestration layer, setting the pace for processes and information flows rather than handling them operationally. Every department—management, sales, quality, and operational teams—accesses the same data foundation and works within defined areas of responsibility. This creates a new level of clarity regarding who uses which information and when, eliminating the need for constant alignment meetings.

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Conclusion

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Broetje-Automation serves as a prime example of how a clearly structured role and authorization concept transforms the way procurement organizations operate. Instead of acting as a central information clearinghouse, procurement defines the rules, allowing all stakeholders to access the same data directly. This reduces the need for coordination, accelerates processes, and shifts the procurement function toward orchestration. A centralized data foundation and clearly defined roles turn complexity into speed.

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In this webinar, Matthias Bohmann (Head of Procurement, Broetje-Automation) and Johannes Groll (Managing Director of Product Development, Tacto) share practical insights into how Broetje-Automation reorganized its procurement department using centralized data structures and a role-based authorization concept—thereby creating transparency, autonomy, and speed.

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