Transparent, secure, and scalable equipment management
Together with the Federal Office of Information Technology and Telecommunications (BIT) and the Federal Office for Customs and Border Security (BAZG), we designed and implemented a fully digital, SAP-based specialized solution for managing personal equipment subject to regulatory requirements. The solution, which we helped develop, comprehensively maps the entire lifecycle of the equipment from planning and issuance through large-scale replacement campaigns to return at the end of employment.
THE CHALLENGES
The management of personal equipment at the BAZG is highly complex from a technical, organizational, and operational standpoint. Approximately 3,000 employees each have an average of about 40 pieces of equipment, many of which are serialized, subject to batch tracking, or safety-critical. Numerous materials are subject to legal requirements, shelf-life limits, and periodic testing and inspection obligations. Additionally, new hires, departures, job changes, and large-scale, centrally managed equipment rollouts create a highly dynamic daily workflow.
Historically, these processes were only partially covered by standard SAP functions and were supplemented by Excel spreadsheets and regional custom solutions. This led to data silos, manual verification efforts, and limited transparency regarding inventory levels, due dates, and responsibilities. The coordination effort was particularly high during large-scale replacement campaigns—such as when replacing entire batches of safety-critical equipment.
From a technical standpoint, an additional challenge was to implement a new, fully digital solution without interfering with the federal government’s production SAP fleet management and procurement system. The solution had to build on existing SAP PM functionalities while remaining compatible with existing and future modules and meeting the high requirements for security, traceability, and maintainability. This was complicated by the tight timeline between the project launch, initial production use in the training environment, and the completion of the hypercare phase.
THE CHALLENGES
The management of personal equipment at the BAZG is highly complex from a technical, organizational, and operational standpoint. Approximately 3,000 employees each have an average of about 40 pieces of equipment, many of which are serialized, subject to batch tracking, or safety-critical. Numerous materials are subject to legal requirements, shelf-life limits, and periodic testing and inspection obligations. Additionally, new hires, departures, job changes, and large-scale, centrally managed equipment rollouts create a highly dynamic daily workflow.
Historically, these processes were only partially covered by standard SAP functions and were supplemented by Excel spreadsheets and regional custom solutions. This led to data silos, manual verification efforts, and limited transparency regarding inventory levels, due dates, and responsibilities. The coordination effort was particularly high during large-scale replacement campaigns—such as when replacing entire batches of safety-critical equipment.
From a technical standpoint, an additional challenge was to implement a new, fully digital solution without interfering with the federal government’s production SAP fleet management and procurement system. The solution had to build on existing SAP PM functionalities while remaining compatible with existing and future modules and meeting the high requirements for security, traceability, and maintainability. This was complicated by the tight timeline between the project launch, initial production use in the training environment, and the completion of the hypercare phase.
OUR APPROACH
The solution is based on a comprehensive structure within the SAP PM module, which we have specifically enhanced with necessary custom developments. A personal maintenance order is maintained for each employee, in which we track all materials—including serial numbers, batch numbers, expiration dates, and status. The recorded components automatically generate reservations, ensuring seamless integration of logistics processes.
The central enhancements we designed and implemented enable fully digital, seamless management of personal equipment:
With the SAP Fiori app “My Equipment,” we provide employees with an intuitive interface through which they can directly record receipts, returns, inventories, and details on shot counts or sizes. In addition, the Material Cockpit was developed as a tool for logistics, offering a centralized overview of feedback, deadlines, and actions required.
For large-scale rollouts and recurring bulk processes, functions for bulk creation and bulk updates have been implemented. New PM orders or additional components can be efficiently created via an Excel-based upload, for example for training courses or group-based equipment adjustments.
The implementation was carried out using an agile approach based on SAFe in close collaboration between BIT, BAZG, and us. Through clean code, multilingual support, and consistent adherence to SAP standards, we ensured that the solution remains maintainable, compliant with standards, and future-proof in the long term.
OUR APPROACH
The solution is based on a comprehensive structure within the SAP PM module, which we have specifically enhanced with necessary custom developments. A personal maintenance order is maintained for each employee, in which we track all materials—including serial numbers, batch numbers, expiration dates, and status. The recorded components automatically generate reservations, ensuring seamless integration of logistics processes.
The central enhancements we designed and implemented enable fully digital, seamless management of personal equipment:
With the SAP Fiori app “My Equipment,” we provide employees with an intuitive interface through which they can directly record receipts, returns, inventories, and details on shot counts or sizes. In addition, the Material Cockpit was developed as a tool for logistics, offering a centralized overview of feedback, deadlines, and actions required.
For large-scale rollouts and recurring bulk processes, functions for bulk creation and bulk updates have been implemented. New PM orders or additional components can be efficiently created via an Excel-based upload, for example for training courses or group-based equipment adjustments.
The implementation was carried out using an agile approach based on SAFe in close collaboration between BIT, BAZG, and us. Through clean code, multilingual support, and consistent adherence to SAP standards, we ensured that the solution remains maintainable, compliant with standards, and future-proof in the long term.
THE RESULT
With the new solution, the BZAG now has a fully digital, integrated, and audit-proof overview of its entire equipment management process. All materials can be located centrally within the system including serial numbers, batch numbers, expiration dates, status information, and personal assignments to employees. This ensures the traceability of safety-critical equipment at all times.
A modern SAP Fiori app was implemented for employees, through which all relevant interactions take place directly in the system. Receipt and return of equipment, inventory confirmations, and details on shot counts or sizes can be recorded easily and seamlessly. This completely replaces manual auxiliary processes.
Logistical processes have also been made significantly more efficient. Material rollouts can be planned centrally and implemented via bulk processes; order picking is integrated and transparent; and status updates can be viewed in a consolidated view. Status- and deadline-based reports are available at any time and support both operational management and compliance with regulatory requirements.
In this project, we were responsible for the technical design, SAP integration, and implementation of the necessary extensions based on SAP PM. Through the targeted use of SAP Fiori interfaces, extended PM functions, and scalable mass processes, a future-proof, standards-based solution was created. The new system landscape eliminates media breaks, creates transparency, and enables sustainable and maintainable operations within the SAP federal landscape.
THE RESULT
With the new solution, the BZAG now has a fully digital, integrated, and audit-proof overview of its entire equipment management process. All materials can be located centrally within the system including serial numbers, batch numbers, expiration dates, status information, and personal assignments to employees. This ensures the traceability of safety-critical equipment at all times.
A modern SAP Fiori app was implemented for employees, through which all relevant interactions take place directly in the system. Receipt and return of equipment, inventory confirmations, and details on shot counts or sizes can be recorded easily and seamlessly. This completely replaces manual auxiliary processes.
Logistical processes have also been made significantly more efficient. Material rollouts can be planned centrally and implemented via bulk processes; order picking is integrated and transparent; and status updates can be viewed in a consolidated view. Status- and deadline-based reports are available at any time and support both operational management and compliance with regulatory requirements.
In this project, we were responsible for the technical design, SAP integration, and implementation of the necessary extensions based on SAP PM. Through the targeted use of SAP Fiori interfaces, extended PM functions, and scalable mass processes, a future-proof, standards-based solution was created. The new system landscape eliminates media breaks, creates transparency, and enables sustainable and maintainable operations within the SAP federal landscape.
ABOUT BIT
The Federal Office of Information Technology and Telecommunications (BIT) provides core IT services to the federal administration and operates mission-critical applications in the areas of logistics, security, administration, and infrastructure. The Federal Office of Customs and Border Security (BAZG) uses personal equipment in its day-to-day operations that is subject to stringent legal, organizational, and security requirements. This equipment includes, for example, weapons, batons, protective vests, medical supplies, and items with expiration dates. Ensuring compliance, operational readiness, and full traceability throughout the entire material lifecycle is of central importance to the BAZG.
«With inpeek, we had a strong partner by our side. The project was managed in a structured manner and successfully completed on time, within budget, and within scope. That’s exactly what successful collaboration looks like!»
Davide Felice, Product Owner BAZG
