A custom software project involves much more than technical expertise: it fundamentally shapes an organization’s structure, teams and trajectory. Adopting a clear stance on what we refuse to do is part of our professional responsibility.

By refusing certain practices—deliveries without proper scoping, vendor lock-in, low-cost offers, rushed projects or unrealistic promises—we lay the groundwork for healthy collaboration. This approach ensures relevant, sustainable solutions aligned with the business objectives of Swiss stakeholders, whether they are IT Directors, CIOs/CTOs, COOs or executive management.

In-Depth Understanding of Business Needs

We refuse to deliver software without a thorough understanding of business challenges. We believe every project demands a robust scoping phase and a critical review of requirements.

Scoping and Functional Alignment

A project built without a detailed scoping phase often relies on incomplete or outdated assumptions. This lack of overall vision prevents anticipating friction points between existing processes and the future software solution. It also denies decision-makers a clear map of priorities, risks and critical milestones.

Scoping is not just a documentation exercise: it is a collaborative session among business experts, IT leaders and stakeholders aimed at identifying operational constraints and formalizing strategic objectives. This phase must rely on analyses of real use cases, workshops and sometimes validation prototypes.

By integrating regular feedback from end users from the very beginning, we avoid major discrepancies between the delivered product and actual needs. The investment made during scoping then results in smoother development cycles, increased adoption and a significant reduction in post-deployment adjustments.

Consequences of Insufficient Understanding

When business objectives are not clarified, software may appear technically compliant yet remain unsuitable for daily use. Teams may bypass the tool, maintain parallel manual processes or apply local workarounds to compensate for perceived shortcomings.

This situation creates functional technical debt: every quick customization becomes a breaking point during future upgrades, inflating maintenance costs and complicating updates. In the long run, the tool survives more by inertia than by delivering real added value.

Lack of user buy-in can also boomerang on project sponsorship, undermining trust among IT Directors, management and the service provider. Once this trust is eroded, it becomes very difficult to restore without starting new audit and redesign phases.

Concrete Example of Inadequate Scoping

A Swiss SME in the logistics sector launched an internal portal without a thorough scoping workshop. Business teams discovered too late that certain storage rules and delivery-deadline constraints were not taken into account. Each omission led to several additional hours of manual work per week.

In the end, although the software was technically complete, it was set aside pending a full redesign of business rules. This example demonstrates that not allocating time to formalize requirements can result in double investment: the initial development and a full project restart a few months later.

It also highlights the importance of valuing the scoping phase upfront, recognizing it in the commercial proposal as a standalone stage essential for project success and team adoption.

Opposition to Vendor Lock-In

We refuse all forms of vendor lock-in, whether technological, contractual or operational. We favor open, well-documented and reversible architectures that ensure independence and longevity.

Dangers of Vendor Lock-In

Choosing a proprietary solution without an exit plan exposes the company to heavy reliance on a vendor or service provider. Every update or modification becomes a tacit renegotiation of rates and terms. This leads to vendor lock-in, longer development timelines and rising costs due to the complexity of interfacing with other systems.

Vendor lock-in can also hinder innovation, as adding new components often requires adopting the vendor’s ecosystem, even if it does not fully meet the needs. This leads to license inflation and a heterogeneous portfolio of applications that is hard to maintain.

Open and Reversible Architectures

To avoid these pitfalls, prioritize modular, standardized solutions. A hybrid approach combining open-source building blocks with well-isolated proprietary components ensures an evolving platform while keeping license costs under control.

Comprehensive documentation of data flows, APIs and exchange formats is essential. It helps limit technological disruptions and facilitates switching to another provider or technology if needs evolve.

Reversibility can also rely on clear contracts: data portability clauses, source code delivery guarantees or split-billing provisions for licenses. This contractual transparency builds trust and commits the provider to long-term support.

Example of Technological Lock-In

A Swiss training organization had invested in a proprietary SaaS platform to manage registrations, billing and assessments. After two years, upgrade costs had tripled and adapting to new course curricula became prohibitive.

Migration to an open-source solution orchestrated by another provider proved complex because the data could not be exported in bulk. Several tables had to be recreated manually and billing processes rewritten.

This case illustrates that unanticipated vendor lock-in generates significant extra costs and undermines organizational agility. It also shows that implementing open standards and interchangeable formats is key to long-term autonomy.

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Rejecting Price-Focused Proposals

We refuse to sell projects based solely on price or billable-days. We favor a value-driven, governance-focused and sustainable approach.

Drawbacks of the Cost-Per-Day Model

A proposal based on the daily rate often conceals a project’s real complexity. It creates an illusion of budget control while generating hidden technical debt whose bill surfaces after kickoff.

Teams under pressure to stay within budget may be tempted to cut test coverage, skimp on documentation or favor ill-suited standard components. Ultimately, the software becomes costly to maintain and hard to evolve.

In a Swiss context where software-driven processes are often critical, this approach frequently backfires, generating hidden costs and extending deployment timelines for each new version.

Governance and Long-Term Vision

Rather than focusing on billable days, it’s better to clarify expected deliverables, success criteria and business milestones. This shared governance allows measuring the actual value produced at each stage.

Implementing indicators—time to production, number of incidents, adoption rate—makes project performance more transparent. It also encourages informed trade-offs between delivery speed and code quality.

A long-term vision includes planning for future evolutions and identifying consolidation points in advance. This limits the proliferation of disparate tools and maintains a coherent, enduring foundation.

Example of an Ill-Fitting Low-Cost Offer

A Swiss financial company chose the cheapest offer to overhaul its reporting module. Under time pressure, the developers delivered an “MVP” with no documentation or load testing.

Two months after go-live, the platform maxed out during a semi-annual closing period, causing delays of several days and regulatory penalties. Bringing it up to standard cost three times the initial budget.

This experience shows that an initially attractive price can lead to overruns and jeopardize the company’s compliance and reputation. It underscores the importance of a value-based proposal and comprehensive project governance.

Uncompromising Stand on Poorly Scoped Projects and Unrealistic Promises

We refuse to take on rushed projects based on vague assumptions and embellished pitches aimed solely at securing a signature.

Preventing Poorly Scoped Projects

Starting without a clear vision merely shifts risk rather than absorbing it. Unverified assumptions can lead to cascading change requests, lengthening timelines and increasing complexity.

To limit these deviations, an audit and prioritization phase is indispensable. It allows needs to be tested against real processes and identifies critical functionalities that justify early investment.

This step, often seen as an unnecessary cost, is actually a protective investment. It limits surprises and aligns expectations of business units, IT teams and the provider on a shared ground of truth.

Integrity in Communication and Realistic Promises

Software projects always involve uncertainties: validation timelines, integration complexity, regulatory or business changes. Hiding these uncertainties undermines mutual trust.

A clear and transparent discussion of risks, necessary trade-offs and available leeway fosters a sustainable partnership. It allows scope adjustments based on real constraints and anticipates potential bottlenecks.

Stating upfront what cannot be guaranteed—performance under heavy load, fixed deadlines without retrospection or exhaustive coverage without an appropriate budget—strengthens the relationship and avoids “broken promise” scenarios.

Technical Rigor and Critical Thinking

Being an agile provider doesn’t mean lacking rigor. Technology choices must be challenged based on context and risk. Adopting a methodology without critical thinking can lead to failure.

We believe a digital transformation project requires continuous dialogue, regular code reviews and honest progress checkpoints. Any deviation between requirement and implementation must be raised, documented and prioritized.

This demanding stance fosters a shared responsibility dynamic: each participant is encouraged to challenge decisions in the interest of quality, security and the solution’s longevity.

Example of an Abandoned Rigid Project

A cantonal administration had approved a monolithic architecture and an inflexible timeline. Despite technical warnings, the project began and accumulated delays.

Midway, the IT Director decided to halt the project due to lack of flexibility and identified security risks. Restarting required a full audit and technological reorientation toward a modular foundation.

This case shows that accepting a project without adaptability is more dangerous than suspending it right away. The timely halt avoided years of cost overruns and premature obsolescence.

Building Robust and Sustainable Software Projects

Turning down certain practices isn’t about rigidity, but about professional responsibility. By demanding an in-depth understanding of business challenges, ensuring technological independence, prioritizing value creation over cost alone, and maintaining transparent communication, we lay the foundation for enduring projects.

These requirements are the guarantee of adopted, scalable and secure software that supports the growth and agility of Swiss organizations. Our experts are at your disposal to assess your challenges, challenge your choices and guide you on the most suitable digital trajectory.

Discuss your challenges with an Edana expert

In an environment where every document becomes strategic, manual version control quickly reaches its limits. Historically applied to code, versioning logic is now essential for structuring and securing all types of content.

As a unified platform, GitLab enables marketing, HR, legal, and finance teams to adopt version control workflows, collaborate with greater confidence, and boost productivity. By professionalizing change tracking and ensuring flawless traceability, modern organizations reduce operational errors and bring business units closer to IT—the cornerstone of a successful digital transformation.

Structuring Document Work with Versioning

The creation of unified document repositories transforms the management of internal procedures. Teams gain clarity and avoid duplicates.

Basic Principles of Versioning Beyond Code

Versioning is based on preserving every state of a document along with a descriptive message. Thanks to commits, it’s possible to revert to a previous stage in just a few clicks, regardless of the content type.

This systematic approach eliminates uncertainty from concurrent edits and strengthens metadata management. With every change, the history is automatically enriched, guaranteeing a comprehensive view of all evolutions.

By contextualizing each update, teams quickly understand who made which change and why. This makes internal and external audits much simpler.

Creating Shared Repositories for Business Teams

GitLab lets you set up dedicated repositories for each department, governed by specific management rules. Branches correspond to work versions, for example “HR-payroll-v2” or “marketing-print-campaign”.

Each team member can create a personal branch to test changes without affecting the main content. Once approved, that branch is merged into the primary repository via a merge request.

These standardized workflows ensure document consistency and smooth coordination among contributors, regardless of their location or technical skill level.

Illustration: Centralizing Financial Processes

A financial institution migrated all its reports and procedures to GitLab. Each year, the department updates analysis reports, financial statements, and compliance reports.

Previously, documents circulated by email, creating multiple versions and confusion during financial audits. With a GitLab repository, every change is tracked, approved by compliance officers, and then published.

This example shows how versioning structures content, eliminates duplicates, and strengthens the reliability of financial archives.

Securing and Tracing Every Change

Traceability and security become core benefits from day one of using GitLab. Every action is timestamped and attributed.

Detailed Traceability for Audits and Compliance

In regulated industries, keeping a detailed history of document changes is indispensable. GitLab records the author, date, and reason for each commit.

During an inspection, you simply extract the repository’s history to demonstrate adherence to processes and the team’s responsiveness to regulatory requirements.

This transparency reduces error risks and potential disputes while providing a reliable foundation for any certification or external audit.

Granular Access and Permission Management

GitLab provides fine-grained control over roles and permissions: contributor, maintainer, reporter, or reader. Each profile has rights tailored to its document responsibilities through user identity management.

Protected branches ensure that no critical changes can be merged without prior approval. This restriction prevents unwanted alterations and preserves content integrity.

Centralized user management simplifies onboarding new team members and immediately revokes access for those leaving the organization.

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Collaborating Seamlessly between IT and Business Units

GitLab fosters dialogue between technical teams and business services. Shared workflows break down silos.

Project-Specific Branches for Cross-Functional Initiatives

For each project—whether a new marketing website or a quality manual—an isolated branch consolidates all changes. Contributions can originate from business users without direct IT involvement.

IT handles the initial repository setup and defines validation pipelines. From that point on, domain experts manage their own content and versioning via CI/CD pipelines.

This approach significantly shortens document production timelines, allowing IT to focus on automating and maintaining the GitLab platform.

Asynchronous Reviews and Approvals

Merge requests (MRs) have become a collaborative ritual: the contributor submits changes, business reviewers comment, and IT verifies pipeline compliance.

Each comment ties to a specific commit, enabling clear justification for every adjustment. All feedback loops are visible in the history, and no change gets lost in informal channels.

This asynchronous workflow reduces in-person meetings and lets teams approve content according to their own schedules.

Illustration: E-Commerce Content Management

An e-commerce platform empowered its marketing teams to manage product pages and visual assets. Through GitLab, every update to a page, image, or description is handled via a dedicated branch.

Internal reviewers add comments directly on the merge request, eliminating email exchanges and scattered versions. IT now focuses solely on running PDF conversion pipelines.

This example demonstrates how GitLab streamlines collaboration between business units and IT while maintaining rigorous tracking of each iteration.

Managing Versions at Scale Without Chaos

When dozens of collaborators edit simultaneously, GitLab structures and orchestrates each delivery. Conflicts become manageable.

Modeling Validation Workflows

GitLab allows you to define pipeline templates for different document types: guides, manuals, instructions. Each template includes verification steps, consistency checks, and final document generation.

Approvals can be sequenced: business reviewer, quality manager, then automated publication. Each stage validates compliance before proceeding.

This modeling standardizes document production regardless of project complexity, ensuring uniform and reliable outputs.

Automating Document Releases

On every merge to the main branch, GitLab triggers automated generation of final documents (PDF, HTML, internal formats) via CI/CD pipelines. The resulting assets are stored in the repository for instant access.

Publication notifications are sent automatically to stakeholders, eliminating manual tasks and shortening delivery times.

This ensures a continuous, reproducible publishing cycle even when multiple teams work in parallel.

Illustration: Industrial Documentation Management

A large Swiss industrial group maintains over 200 up-to-date safety procedures each year. Documents are organized into multiple repositories by site and equipment.

GitLab orchestrates validation workflows from the safety engineer to the plant director. Each version is tagged to guarantee compliance during inspections.

This example shows that at scale, versioning with GitLab eliminates chaos and enforces rigorous documentation control.

Versioning for Everyone: A Catalyst for Efficiency and Compliance

By adopting GitLab for document management, organizations gain structure, security, and agility. Systematic versioning reduces errors, simplifies traceability, and enhances collaboration between business units and IT. Modular workflows and automated pipelines enable large-scale version control without added complexity.

Whether you oversee HR, marketing, legal, or industrial documentation, mastering version control systems becomes a lever for internal performance and a competitive advantage. Our experts are ready to assess your maturity, define tailored workflows, and support your GitLab deployment.

Discuss your challenges with an Edana expert

In an environment where Swiss companies face increasing pressure to modernize their processes, urgency is often seen as a catalyst for efficiency. Yet many digital transformation projects fail due to a lack of time for teams to adopt new tools and evolve their practices.

Digital transformation is not just a matter of technology: it primarily relies on team buy-in and the gradual adjustment of working methods. To safeguard investments and ensure sustainable adoption, it’s essential to favor an incremental approach guided by observing usage and continuous refinement, rather than rushing into massive, hurried deployments.

A Forced Pace Erodes Trust and Engagement

Imposing a tight schedule undermines solution adoption and generates passive resistance. Employees need time to understand, test, and gradually embrace new tools.

Competitive Pressure vs. Operational Reality

The fear of falling behind often leads to launching ambitious projects without assessing teams’ actual capacity to keep up. Tight timelines neglect listening phases and requirements gathering, which are essential to calibrate the features to be deployed.

In several organizations, the IT department imposed drastic deadlines to migrate to cloud platforms or integrate modern CRMs. Technical issues and misunderstandings soon emerged because users hadn’t had time to familiarize themselves with the interfaces or receive appropriate support.

This gap fuels feelings of incompetence and distrust toward the project, as teams experience change as an added burden rather than an opportunity to enhance their daily work.

The Illusion of Immediate Productivity

The belief that adopting a new tool instantly generates productivity gains is misleading. The first weeks are usually marked by a performance dip as everyone finds their footing.

Organizations that anticipate this phase observe a realistic learning curve and implement usage metrics to fine-tune processes. Conversely, those that ignore this initial trough accumulate dissatisfaction and negative feedback.

Result: users revert to old habits or develop workarounds, compromising data coherence and the expected project efficiency.

The Example of a Regional Bank

A Swiss regional bank rolled out its new internal portal in two weeks to meet the executive committee’s demands. Business teams, lightly involved in the testing phases, had to manage a brutal transition without adequate training.

This hasty deployment led to a surge in support tickets and a drop in data quality. Employees gradually abandoned the platform in favor of old Excel files, illustrating how poorly calibrated urgency can discredit a project before it even takes root.

This experience shows that an imposed pace without preparation often has the opposite effect of what’s intended: slowing adoption and undermining stakeholders’ confidence.

The Social Process of Digital Transformation

Digital transformation is first and foremost a human journey that requires a deep understanding of collective dynamics. Success depends on identifying cultural levers and mutual support among employees.

Understanding Work Habits

Each organization develops routines embedded in its DNA, determining how information flows and decisions are made. A transformation project must map these practices before proposing changes.

Analyzing existing processes helps identify friction points and informal champions who can positively influence their peers. Neglecting this step risks sidelining those who hold the operational memory crucial to the project.

To obtain a comprehensive diagnosis, it’s recommended to conduct qualitative interviews, collaborative workshops, and observe pilot groups’ daily practices over several weeks.

The Role of Informal Networks

Within every company, unofficial networks facilitate information exchange and quick problem-solving. These communities of practice are invaluable allies when introducing innovations.

Involving them from the project’s outset ensures smoother dissemination of best practices and natural amplification of key messages. By contrast, ignoring them deprives the project of a critical influence channel.

In successful transformations, these informal networks co-create usage scripts, self-help guides, and immediately actionable feedback with the project team.

The Example of a Training Institute

A Swiss vocational training institute aimed to switch to a collaborative platform for its instructors and students. By involving a group of teachers known for their innovative spirit, the project tested prototypes under real-world conditions.

These initial feedbacks allowed adjustments to the interface and anticipation of support needs. The institute achieved an 85% adoption rate in the first month, demonstrating that integrating social dynamics is a key lever for ensuring success.

This example illustrates that for digital transformation to be sustainable, it must emerge from a compromise between strategic vision and established practices, relying on internal champions.

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The First Leaders: Change Catalysts

Early adopters within the organization embody new practices and inspire their peers. Their engagement is a powerful credibility signal that facilitates project diffusion.

Identifying and Training Ambassadors

Choosing the right initial leaders goes beyond selecting the most enthusiastic employees. It involves identifying those who combine relational influence with a passion for innovation.

These ambassadors require targeted support to become autonomous with the new tools and support their frontline colleagues. In-depth training ensures solid skill development and a consistent message across teams.

Their role also includes gathering regular feedback and reporting obstacles so the project team can adjust features and support methods.

Celebrating Early Wins

When early adopters succeed in their initial experiences, it’s crucial to celebrate these successes to fuel positive momentum. Concrete, anonymized testimonials demonstrate that change brings tangible benefits.

Organizing sharing sessions, publishing internal testimonials, and creating discussion spaces highlight best practices and encourage those still hesitant.

This recognition should be factual and focused on operational results achieved through the new methods, avoiding excessive internal marketing.

The Example of a Logistics Company

A Swiss logistics company selected a few team leaders to pilot a collaborative planning tool. They received advanced training and co-led workshops with frontline operators.

After a few weeks, route planning became more reliable and faster, reducing delivery delays by 20%. Presented at an executive meeting, these figures convinced stakeholders to roll out the system company-wide.

This approach demonstrates that well-supported initial leaders can turn a local pilot into a company-wide project.

Resisting Premature Acceleration to Secure Gains

The desire to scale up immediately after early successes is a dangerous temptation. Premature rollouts dilute learnings and expose the project to new risks.

Staying Focused on Mastered Processes

After a successful pilot, there’s a strong temptation to quickly expand features. However, each new scope introduces business-specific requirements that must be analyzed and integrated.

An overly rigid scaling framework can stifle the flexibility needed to adapt the project to each department’s realities. It’s better to plan intermediate stabilization phases where impact on key metrics is measured.

These phases also allow for strengthening the support chain and gradually training teams before the large-scale go-live.

Knowing When to Say No to Preserve Coherence

Steering a digital project sometimes requires refusing certain acceleration requests to avoid diluting best practices. This firm but reasoned “no” serves as a protective lever for consolidating gains until the support structure is robust enough.

Governance should be supported by a cross-functional steering committee, including IT leadership, business units, and service providers, to adjudicate requests and maintain an appropriate pace.

Without this discipline, the project risks running into conflicts of interest and losing the coherence of its initial roadmap.

The Example of a Cantonal Administration

A Swiss cantonal administration observed significant efficiency gains after a pilot to digitize approval workflows. When several departments requested immediate rollout, the project team chose to limit expansion to two additional units.

This semi-extended “package” allowed the team to stabilize the infrastructure, refine approval processes, and enrich user documentation before a full rollout.

This gradual approach demonstrated that resisting the pressure to move too quickly is an act of leadership, ensuring long-term success.

To Move Fast Tomorrow, Accept Moving Slowly Today

Imposing an excessive pace on digital transformation hinders adoption and generates resistance, whereas an incremental, social approach fosters genuine tool adoption. Well-trained and recognized early leaders play a decisive role in spreading new practices. Finally, knowing when to say no and maintaining consolidation phases preserves project coherence and reliability.

In the face of your digitization challenges, our experts are by your side to co-create a progressive approach aligned with your culture and business objectives, prioritizing open source, modularity, and security.

Discuss your challenges with an Edana expert

Most organizations have only a partial view of their processes: workarounds, unexpected variants, manual re-entries, redundant approvals and personal dependencies remain invisible. Process mining leverages the event logs from your ERP, CRM and line-of-business applications to reconstruct, objectively and exhaustively, the real path each transaction follows. This transparency uncovers bottlenecks, lengthy cycles and hidden costs.

By acting on these insights, you can prioritize optimization initiatives, standardize your flows and anticipate scalability. More than a mere audit, process mining provides the technical foundation essential for any successful digital transformation.

Visualize Your Operational Processes in Real Time

Process mining automatically reconstructs your flows from digital footprints. It delivers an accurate map of existing variants and deviations.

Rebuilding Flows from Event Logs

Process mining extracts and normalizes histories from your systems to create a detailed representation of each step, using data wrangling techniques. Unlike subjective workshops, this approach relies on tamper-proof records from your ERP, CRM or TMS.

Each timestamped event becomes a landmark in the transaction journey, enabling precise identification of the action sequence, the actors involved and the actual duration of each phase.

This automated reconstruction guarantees full fidelity to real operations and eliminates biases from interviews or individual recollections.

Identifying Variants and Deviations

Within a single process, it’s not uncommon to find dozens of different paths. Teams introduce workarounds to overcome obstacles, generating undocumented divergences.

Process mining groups and ranks these variants by frequency and impact, making it easy to detect critical deviations that lengthen cycles and raise error risk.

This granularity lets you prioritize corrective actions by targeting the variants that generate the most cost or delay first.

Transparency on Friction Points and Bottlenecks

By measuring waiting times between activities, process mining highlights organizational and technical blockers, whether it’s an overloaded approval service or an undersized software interface.

These friction points, often hidden in Excel sheets or internal procedures, translate into accumulated delays and non-quality costs.

Cluster visualizations of activities also streamline communication between IT, business units and executive management to define appropriate corrective actions.

Concrete Example

A mid-sized Swiss distributor implemented process mining on its procurement cycle. The analysis revealed that a duplicate manual approval delayed nearly 20% of orders by an average of 48 hours. This insight demonstrated the importance of relying on actual data to eliminate unnecessary steps and accelerate procure-to-pay.

Immediate Benefits and Typical Use Cases

Process mining quickly delivers cost and time savings through a factual view of critical processes. Its main applications cover order-to-cash, procure-to-pay, record-to-report and supply chain.

Optimizing the Order-to-Cash Cycle

In the sales flow, any billing delay or customer dispute directly impacts working capital and cash flow. Process mining pinpoints steps where invoice issuance, dunning or payment posting experience bottlenecks.

By mapping the exact paths of bounced or rejected invoices, you can more easily address root causes: data formatting, ERP integration or manual approval methods.

This data-driven approach reduces collection times and improves inventory turns, without a complete process overhaul.

Improving Procure-to-Pay

From purchase order to supplier payment, many steps remain governed by manual interventions and excessive security checks. Process mining uncovers the number of reminders, receipt anomalies and authorization blockages.

Financial managers can then streamline approval thresholds, automate reconciliations and drastically shorten payment cycles.

This responsiveness with suppliers leads to better purchasing terms and lower financing costs.

Strengthening Compliance and Quality

In regulated industries, detailed traceability of operations is essential. Process mining verifies the actual conformance of processes against target models and legal requirements.

Non-conformities are automatically reported, with transaction details, facilitating both internal and external audits.

Beyond compliance, this traceability helps standardize practices across sites and disseminate the identified best practices.

Concrete Example

A Swiss financial services provider discovered via process mining that 15% of bank reconciliations were manually re-entered three days after close, causing reporting discrepancies. This factual diagnosis cut manual interventions and accelerated monthly close.

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Integrating Process Mining into Your ERP Projects

Process mining is the indispensable preliminary step before any ERP migration or workflow redesign. It ensures a future design aligned with operational reality.

ERP Migration Readiness

Before transitioning to a new ERP (S/4HANA, D365, Oracle…), it’s essential to understand the actual structure of your processes. Workshops based on theoretical diagrams often omit post-deployment exceptions and adaptations.

Process mining captures these gaps and provides an objective basis to define a standardized future model, while identifying exceptions to retain or reclassify.

This preparation reduces configuration costs, limits surprises during testing and speeds user adoption.

Designing a Reality-Based Process Model

Rather than imposing an ideal flow, process mining informs modeling with historical data. Business constraints and frequent variants are thus considered from the outset of target-model design.

This contextual approach—favoring modular open-source building blocks and selective bespoke development—avoids vendor lock-in and ensures continuous scalability.

The result is an ERP tailored to your specific environment, minimizing post-implementation gaps and maximizing ROI.

Post-Deployment Monitoring and Continuous Improvement

After go-live, process mining remains a continuous monitoring tool. It measures compliance of new processes, quickly detects deviations and validates the projected gains.

By integrating automated alerts, it enables immediate response when a flow degrades or a new variant appears, ensuring proactive governance.

This iterative approach guarantees your ERP stays aligned with business reality and adapts to changes without a full overhaul.

Concrete Example

A mid-sized industrial SME used process mining post-migration to a modular ERP. The post-deployment analysis showed that 10% of orders were still processed manually in a deprecated module. These insights drove a targeted migration effort and accelerated system stabilization.

Complementing BI, BPM and Automation with Process Mining

Process mining differs from BI and BPM while complementing them, and serves as step zero before any RPA or AI initiative.

Process Mining vs. BI: Flows vs. Metrics

BI delivers KPIs and consolidated reports but doesn’t show the exact paths each transaction takes. It indicates an average delay without explaining how or where it actually occurs.

By reconstructing flows, process mining answers those questions precisely and guides BI toward contextualized metrics aligned with real processes.

Coupling BI and process mining enables a granular link between operational performance and financial results through a BI-ERP approach.

Process Mining vs. BPM: Reality vs. Ideal

BPM models a target process often based on business assumptions and an idealized version. It doesn’t reflect local adaptations or operational drifts.

Process mining brings field evidence, enriching BPM with proven variants and prioritizing improvements by frequency and impact.

This complementarity ensures a realistic, pragmatic BPM repository, fostering team buy-in and sustainable optimizations.

Step Zero before RPA and AI

Automating a process without mastering all its nuances often leads to fragile, costly-to-maintain bots. Process mining acts as a preliminary diagnosis, identifying the most repetitive, stable scenarios to automate first.

It maps out the most profitable RPA/AI use cases and defines clear workflows, avoiding unnecessary or incomplete scripts.

Thus, automation becomes a truly cost-effective and sustainable efficiency lever.

Moving to Process Mining: Toward Sustainable Operational Performance

Process mining offers an objective, exhaustive and measurable view of your processes, revealing bottlenecks, costly variants and scalability barriers. It serves as the foundation for continuous optimization, ERP migration readiness and controlled automation. This data-driven approach reduces hidden costs, improves timelines and strengthens compliance, regardless of organization size.

Our experts are available to analyze your event logs, define a contextualized roadmap and support your digital transformation on factual, secure grounds.

Discuss your challenges with an Edana expert

In an economic landscape marked by instability and rapid technological advancement, planning has evolved beyond its traditional role as a steering tool. Leaders face unpredictable cost dynamics, pressure from boards of directors for near-instant decisions, and the emergence of artificial intelligence without a clear governance framework. At the same time, skills gaps and the alignment between strategy and operations remain major challenges. Identifying the signals that disrupt conventional planning methods is essential to transforming this discipline into a strategic advantage.

Cost Volatility: A Major Operational Risk

Cost volatility is now the number one operational risk. Rapid fluctuations in raw material, logistics, and energy prices can derail a budget in a matter of days.

Impacts on Budget Forecasting

Historical forecasting models, based on stable trends, are no longer sufficient. Deviations from budget assumptions are multiplying, leading to continuous revisions and margin pressures.

In a context where each percentage point of cost overrun can significantly reduce net income, forecasting accuracy becomes critical. Yet static tools struggle to incorporate external shock scenarios.

Financial teams responsiveness is put to the test: they must recalculate projections, adjust financing plans, and communicate trade-offs without consolidated real-time data.

Adapting Planning Models

Faced with instability, organizations must rethink their models by integrating up-to-date macroeconomic and industry variables. Management relies on automated simulations fed by external data streams.

Cost-versus-volume scenario simulation algorithms allow for rapid assessment of the impact of an exceptional rise in steel prices or a spike in energy costs.

By combining these simulations with configurable alert thresholds, leaders gain a consolidated view of risks, reducing the time between identifying a shock and implementing corrective measures.

Integrating Stress Scenarios

To go beyond simple forecasting, some companies incorporate regular stress-testing exercises into their planning cycle. These tests simulate the effects of an energy crisis or a major supply chain disruption.

For example, a mid-sized manufacturer facing a sudden 30% increase in material costs implemented a quarterly stress scenario. This exercise demonstrated the resilience of its investment plan and helped identify buffer credit lines.

This approach provides top management with a more robust decision-making framework, limiting emotional judgments and shortening reaction times in the event of a new disruption.

Near Real-Time Cost Visibility

Boards now demand close-up visibility of costs and their fluctuations. Strategic decisions can no longer tolerate delays of several days.

Accelerating Decision Cycles

In many organizations, finance committees still meet on a monthly or quarterly basis. This cadence no longer matches the speed of market changes and production costs.

To stay competitive, companies must adopt budget reviews at the pace of operational flows, enhancing their ability to continuously adjust.

Collecting, consolidating, and analyzing volumes of financial and operational data within hours is essential to this acceleration.

Real-Time Management Tools

Advanced business intelligence platforms, coupled with continuously updated databases, have become indispensable.

Often built on modular, open-source components, these tools break down silos and ensure consistent information across the entire IT ecosystem.

The flexibility of hybrid architectures enables rapid addition of connectors to new data sources without disrupting existing processes.

Use Cases for Dynamic Dashboards

A mid-sized retail chain deployed a logistics cost dashboard updated on an hourly basis. The tool correlates maritime transit data, fuel price fluctuations, and port fees.

This system detected a container supplier failure six weeks before it had a major financial impact. The logistics team was able to negotiate alternative capacity at no significant extra cost.

Experience has shown that near real-time transparency is a powerful negotiation lever and reduces operational risks associated with unforeseen fluctuations.

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AI Governance: Balancing Opportunities and Risks

Artificial intelligence is transforming planning, but without a governance framework it creates new risks. Regulated organizations must oversee the use of algorithms.

Risks of Algorithmic Drift

Predictive models based on historical data can amplify existing biases and produce inaccurate forecasts during periods of disruption. Without oversight, automated recommendations lose reliability.

In sensitive sectors like finance or healthcare, a prediction error can expose the company to liability and regulatory penalties.

AI governance therefore requires human validation steps and regular audits of models to ensure compliance and relevance.

Compliance and Regulations

European and Swiss regulations increasingly govern AI usage, requiring transparency, traceability, and accountability. Companies must document data sets and algorithmic decision criteria.

Implementing a model registry allows tracking versions, use cases, and bias-check outcomes, strengthening stakeholder confidence.

This level of detail is essential for internal and external audits and demonstrates the robustness of your approach to authorities.

Structuring AI Governance

A mid-sized financial institution established an AI steering committee, bringing together the Chief Information Officer, legal counsel, and business experts. This committee approves each new model before production deployment.

This cross-functional governance identified non-compliance risks early and optimized the rollout of AI solutions in its services without regulatory delays.

The result: controlled AI usage in planning processes, with shared metrics and a quarterly model review cycle.

Structural Barriers: Skills and Strategy-to-Execution Alignment

Skills shortages and the gap between strategic ambitions and operational realities hinder performance. Objectives are often poorly translated into actionable metrics.

Profile Shortages and Training

Expertise in advanced financial management, data science, and agile project management is scarce. Companies struggle to hire professionals who can leverage modern planning tools effectively.

Continuous training and internal talent development become priorities to address these gaps. Mentoring programs and partnerships with specialized schools offer sustainable solutions.

Without these levers, project teams use complex tools without fully exploiting their features, reinforcing dependence on external providers.

Aligning Indicators and KPIs

Senior management often sets financial goals without translating expected impacts on business processes. Operational teams then work from outdated assumptions.

Establishing a shared indicator catalog, aligned with strategy and cascaded by function, ensures common understanding and avoids priority conflicts.

An integrated management framework links each KPI to a business owner, ensuring that every deviation is analyzed and addressed promptly.

Cross-Functional Governance and Accountability

This regular alignment cut forecast-to-actual variances in half and boosted the credibility of projections with boards of directors.

Clear accountability for each participant transformed planning into a collaborative process that supports swift, informed decisions.

Turn Your Planning into a Strategic Advantage

The challenges of modern planning—cost volatility, real-time management demands, AI governance, skills gaps, and strategic alignment—require a holistic approach. Treating planning as a core enterprise capability, integrated with key systems and equipped for rapid scenario analysis and decision-making, has become a leadership responsibility.

Our experts understand these issues and can support you in implementing a contextual, scalable, and secure approach, built on modular open-source solutions and agile governance.

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The healthcare and life sciences sector is undergoing a profound transformation at every stage of its value chain. Powered by AI, data, cloud, and automation, this shift requires creating secure, modular digital ecosystems. The challenge is no longer to adopt a single technology but to coordinate analytics platforms, digital twins, immersive solutions, IoT, and cloud while ensuring data quality and regulatory compliance.

Analytics and AI for R&D

Analytics platforms and artificial intelligence are revolutionizing research workflows by shortening R&D cycles. The seamless integration of these building blocks into existing systems is critical to their operational impact.

Analytics platforms to accelerate discovery

Analytics solutions enable the consolidation and exploitation of large clinical or preclinical datasets. They provide custom dashboards for researchers and project leaders, facilitating faster identification of correlations between biomarkers, compounds, and study outcomes.

By combining open-source ETL pipelines and hybrid cloud architectures, it becomes possible to orchestrate large-scale processing without compromising security. Kubernetes environments ensure scalable deployment and uninterrupted updates.

For example, a Swiss pharmaceutical research unit deployed a modular analytics platform based on open-source components. The project demonstrated a 30% reduction in average processing time for experimental data, illustrating the value of aligned technological and business orchestration.

AI applied to drug discovery

Deep-learning algorithms analyze compound libraries and predict their therapeutic potential. This approach, leveraging structured and anonymized datasets, accelerates candidate-drug prioritization.

Using frameworks such as TensorFlow or PyTorch, integrated into isolated micro-services, ensures controlled scalability and avoids vendor lock-in. Models are trained on cloud clusters and exposed via secure REST APIs.

With a modular architecture, project teams can test multiple models in parallel and compare performance without disrupting production. The resulting agility yields faster iterations and better traceability of methodological choices.

Genomics and personalized medicine

High-throughput sequencing generates massive data volumes requiring robust bioinformatics pipelines. Hybrid architectures combining on-premises storage for sensitive data and public cloud for compute offer a balanced solution.

The key lies in rigorous data governance, with automatic cataloging and anonymization to meet ethical and regulatory requirements. CI/CD workflows guarantee analysis reproducibility.

Swiss laboratories have shown that such a genomics platform can halve the time between sequencing and actionable results, paving the way for truly personalized care pathways.

Digital twins and immersive technologies in healthcare

Digital twins and immersive environments are transforming training, surgical planning, and patient engagement. Their operational value is evidenced by reduced errors and better protocol adoption.

Digital twins for surgical simulation

Digital twins model a patient’s anatomy in real time and allow simulation of different surgical strategies. These environments offer infinite repeatability without risk, enhancing team preparation and protocol optimization.

Micro-services architecture, open-source simulation engines, and HL7 FHIR exchanges ensure interoperability with existing hospital IT systems. Patient data snapshots are encrypted and isolated to preserve confidentiality.

A Swiss university hospital implemented a digital twin for cardiovascular procedures. Teams observed a 20% reduction in operating room time and improved coordination between surgeons and anesthetists, demonstrating the operational efficiency of this approach.

Virtual reality for medical training

VR immerses practitioners in realistic clinical scenarios, improving muscle memory and decision-making under critical conditions. Modules integrate into a LMS platform, deployed as SaaS or on-premises according to constraints.

Adopting open-source tools like OpenXR and cross-platform frameworks ensures simplified maintenance and avoids vendor lock-in, while making it easy to add new training modules.

Swiss simulation centers have deployed VR sessions for endoscopy training. The result: a 25% increase in pass rates on clinical evaluations, confirming the key role of immersion in ongoing education.

Augmented reality for real-time procedures

AR overlays live medical data (imaging, anatomical landmarks) into the surgeon’s field of view. This visual assistance reduces error margins and speeds decision-making.

AR devices rely on standardized APIs and dedicated micro-services to retrieve imaging streams and guide the practitioner. The modular architecture simplifies updates to image-analysis algorithms.

An orthopedic surgery unit in Switzerland trialed AR glasses. The prototype demonstrated a 15% reduction in operation duration and improved implant placement accuracy, highlighting the tangible impact of these technologies.

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IoT and data for care pathways

The Internet of Things and rigorous data governance are transforming continuous patient monitoring and clinical decision-making. Automation enhances process efficiency and safety.

Virtual hospitals and IoT monitoring

On-site or at-home IoT devices continuously collect vital signs (heart rate, oxygen saturation, blood glucose). Streams are aggregated into centralized platforms for proactive monitoring.

Event-driven architectures, based on open-source message buses, ensure linear scalability and near-real-time processing. Alerts are configurable by business rules and criticality levels.

A Swiss rehabilitation clinic equipped its patients with connected sensors. Automatic data analysis enabled early anomaly detection, reducing unplanned readmissions by 40% and illustrating the operational efficiency of a virtual hospital.

Enhanced analytics for clinical decision-making

Augmented analytics tools combine data science and conversational interfaces, providing clinicians with contextualized recommendations. Models are trained on anonymized histories and adapt to internal protocols.

By integrating these services via secure APIs, medical teams access insights directly from their EHR systems without interrupting workflows. This native integration reduces friction and accelerates decision-making.

Thanks to these tools, several hospital departments reported a 20% decrease in time required to validate a treatment or adjust a protocol, demonstrating the productivity gains of augmented analytics.

Data governance and quality

Technology reliability depends on data quality and traceability. Automated catalogs, data lineage rules, and validation processes ensure information integrity.

Data mesh architectures, combining domain responsibilities with centralized data platforms, promote agile governance and compliance with regulations such as GDPR or the Swiss Data Protection Ordinance.

Swiss clinical research organizations have implemented automated data-quality workflows, reducing input errors by 70% and ensuring constant consistency across disparate sources.

Secure cloud and healthcare compliance

Healthcare projects demanding scalability and reliability rely on modular hybrid cloud architectures. Compliance and cybersecurity must be integrated from the design phase.

Modular, scalable cloud architecture

Hybrid cloud environments combine private data centers and public hyperscalers to optimize cost and resilience. Micro-services deployed via Kubernetes automatically adapt to workload changes.

Using open-source components (Istio, Knative) guarantees architectural openness and reduces the risk of vendor lock-in. CI/CD pipelines orchestrate updates without service interruption.

This approach can handle activity spikes—such as vaccination campaigns or health crises—while maintaining controlled, transparent operational costs.

Security and cybersecurity in healthcare systems

Protecting patient data requires end-to-end encryption, strong authentication, and continuous threat monitoring. SOCs and automated vulnerability scans identify potential weaknesses.

Zero-trust architectures segment networks and evaluate each request, minimizing impact in case of an incident. Infrastructure artifacts are stored in private registries and undergo security testing before deployment.

These practices, combined with regular audits and incident-response plans, ensure optimal resilience against the growing cyber-attack risks in healthcare.

Regulatory compliance and certification

Software as a Medical Device (SaMD) must comply with standards such as CE-IVD or FDA 21 CFR Part 11. Development processes include documentation reviews, validation testing, and traceability reporting.

Cloud solutions dedicated to healthcare follow ISO 27001 recommendations and the French Health Data Hosting (HDS) standard in Europe. Service-level agreements (SLAs) address sector-specific confidentiality and availability requirements.

This rigor streamlines obtaining necessary certifications and provides a trusted framework for stakeholders, from executive leadership to operational teams.

Turning digital innovation into operational advantage in healthcare

Disruptive technologies—analytics, AI, digital twins, AR/VR, IoT, and cloud—offer major transformation potential. Their true value is measured by reduced R&D cycles, optimized clinical operations, personalized care pathways, and regulatory compliance.

Success hinges on strategic vision, precise use-case definition, and orchestration of a secure, modular, and scalable ecosystem. A contextual approach—favoring open-source and avoiding vendor lock-in—ensures sustainable alignment with business needs.

Our Edana experts support healthcare and life sciences organizations in defining and implementing these pragmatic digital transformations, from strategy to execution.

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Any IT or digital transformation project unfolds within a complex network of stakeholders whose motivations vary and sometimes conflict. Using a stakeholder matrix from the outset reveals the formal and informal levers that influence success or failure.

Beyond mere classification, this tool becomes a strategic map for deciding whom to involve, inform, or monitor at each stage. By offering a consolidated view of the decision-making ecosystem, the matrix prevents unforeseen resistance and optimises governance. It proves essential for allocating communication and engagement resources where they generate the most value and ensure collective buy-in.

Understanding the Decision-Making Ecosystem through the Interest/Influence Matrix

The interest/influence matrix exposes hidden dynamics among sponsors, implementers, and end users. It structures the understanding of formal and informal power from the project’s earliest phases.

Identifying Sponsors and Their Influence

Sponsors often hold the financial power and political legitimacy to launch and secure a project. Their budget commitment translates into support during strategic trade-offs. Understanding their expectations helps frame objectives and anticipate choices when priorities conflict.

Analysing the primary sponsor includes assessing their ability to reallocate resources quickly or publicly champion the project. A highly influential sponsor can accelerate decision-making but may also impose scope changes without fully gauging technical impact. Documenting these behaviours then guides communication and deliverables.

In a Swiss company’s customer-portal overhaul, the IT department had identified a sponsor whose support seemed assured. Yet his informal influence with top management explained why he repeatedly secured budget increases. The matrix formalised this lever and adjusted governance, preventing costly mid-project scope expansions.

Mapping Key Users

End users are often the primary judges of a project’s operational value. Their interest may be high even if they lack significant hierarchical authority. Identifying those with strong needs ensures functional relevance and avoids mass rejection upon rollout.

The matrix distinguishes pilot users—who will test core features—from secondary users, whose feedback is useful but less critical. This segmentation guides prototype development, training plans, and the selection of satisfaction metrics.

For example, a Swiss industrial SME included two field supervisors identified as influential within their teams during the scoping phase. Their involvement uncovered undocumented business constraints, leading to functional adjustments that smoothed adoption and reduced training incidents.

Detecting Informal Levers

Beyond organisational charts, some individuals wield specialised expertise or maintain influential personal networks. Their opinions can block or facilitate decisions and generate hidden resistance. The matrix unearths these profiles and indicates the attention they require.

Spotting informal influencers involves observing cross-functional meetings, internal discussions, and informal team feedback. These weak signals often serve as early warnings of underestimated human or organisational risks.

During an ERP transformation in a Swiss public institution, a support technician with low hierarchical visibility delayed go-live due to fear of losing control over incident management. The matrix isolated his role as an informal lever, enabling a dedicated dialogue channel that quickly addressed his concerns.

Crafting an Engagement Strategy Tailored to Each Profile

The matrix doesn’t just classify; it defines a precise engagement roadmap. It guides the choice of communication methods and involvement level for each stakeholder.

Closely Involving High-Influence Stakeholders

High-influence, high-interest stakeholders should be integrated into steering committees and scoping workshops. They actively contribute to technical decisions and validation milestones. Their engagement prevents bottlenecks and enables swift trade-offs.

For these profiles, schedule dedicated meetings and provide regular project performance indicators. Document key points and approved compromises to reinforce their sense of control and reduce out-of-governance change requests.

By tailoring deliverables to their expectations—such as concise dashboards or targeted demos—you build a lasting partnership that secures buy-in during critical phases.

Informing Medium-Interest Stakeholders without Overload

Medium-interest stakeholders, often busy with daily operations, need regular updates without being inundated with technical details. Their support helps validate assumptions and anticipate process impacts.

A concise monthly bulletin or a dedicated collaborative channel suffices. It should recap progress, key decisions, and upcoming milestones, while inviting them to targeted workshops when their input is needed.

This measured approach prevents information fatigue and keeps trust high without overconsuming governance resources.

Managing Low-Influence Profiles as Needed

Some stakeholders, although low in influence, can cause friction if they feel excluded or uninformed. Keeping them in a light loop—with quarterly reporting or an automated FAQ—reduces ad hoc inquiries.

A simple asynchronous sync, via an internal newsletter or a project-tracking module, meets their information needs without diverting the project manager’s attention.

By adopting this selective approach, you focus communication efforts where they add the most value and minimise organisational noise.

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Keeping the Matrix Live Throughout the Project

The stakeholder matrix evolves through ideation, execution, and deployment. Regular monitoring prevents steering with an outdated map and underestimating new human risks.

Updating the Matrix during Ideation and Scoping

At launch, focus on initially identifying stakeholders and validating assumptions. A first version of the matrix structures scoping workshops and defines governance committees.

At this stage, a few iterations suffice: prioritise major levers and lay the foundations for clear governance. Share each update with sponsors to validate the engagement logic.

This first iteration secures funding and sets unanimously accepted milestones, providing a common trajectory and a basis of trust.

Reassessing During Execution

Once the project moves into execution, new actors may emerge: technical team leads, external consultants, business liaisons. Their interest and influence should be periodically re-evaluated based on progress and field feedback.

A matrix review aligned with sprints or key phases identifies shifts in interest and influence. Communicate changes to the relevant stakeholders to adjust the engagement strategy.

This agile approach avoids surprises and enables rapid responses to unanticipated needs or latent conflicts.

For example, a public organisation in Switzerland discovered that a technical liaison, initially deemed secondary, became crucial during testing. Revising the matrix led to inviting him to technical committees and adjusting the test schedule.

Anticipating Deployment and Change Management

As deployment approaches, adoption stakes peak. Previously marginal profiles—such as training managers, support teams, or key users—can become decisive.

The matrix then guides change-management activities: training sessions, how-to guides, targeted communication materials. Stakeholders identified as critical receive personalised support.

By planning these actions in advance, you reduce resistance and secure operational ramp-up.

Reducing Risks by Managing Influence and Communication

Managing influence lets you anticipate resistance and minimise organisational risks. Tailored communication channels ensure each profile receives the right information at the right time.

Adapting the Message to Influence Levels

Strategic messages vary depending on whether you address executives, managers, or frontline operators. For decision-makers, emphasise business benefits and performance gains. For delivery teams, highlight ease of use and operational support.

A calibrated message bolsters credibility and avoids perceived gaps between strategic vision and day-to-day reality.

By modulating tone and detail, you reduce frustration and maintain buy-in at every stage.

Establishing Targeted Communication Channels

Choose synchronous channels (meetings, workshops) and asynchronous channels (newsletters, collaboration platforms) based on stakeholder profile and message urgency. Too many meetings cause overload; too few leave people out of the loop.

A project communication charter—defining frequency, format, and recipients—provides a clear framework. It can include dashboards, sample deliverables, and escalation paths for urgent issues.

This structured approach avoids parallel tracks and ensures transparency around decisions and ongoing actions.

Optimising Steering Committees and Ad Hoc Groups

Steering committees bring together strategic stakeholders to validate milestones and trade-offs. Their efficiency depends on a clear agenda, common prework, and structured minutes.

Simultaneously, ad hoc groups can be formed to address specific topics (security, training, integration). They include only those profiles whose influence and interest are relevant to the subject.

This modular setup reduces cognitive load and focuses decision-making energy where it’s needed.

Steer Influence to Secure Your Strategic Projects

From ideation onward, structure your governance around a stakeholder matrix to avoid human and political blind spots. By segmenting stakeholders according to their interest and influence, you define precise engagement modes, optimise communication, and anticipate resistance.

An evolving matrix, revisited at each phase, ensures you always have an up-to-date map of forces and risks. It becomes the central tool of your strategic steering, reducing unnecessary meetings and securing collective buy-in.

Our Edana experts support your journey—from initial matrix construction to its integration into your project lifecycle. We tailor every recommendation to your context, favouring modular, open-source, and scalable solutions for agile, secure governance.

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Outsourcing the development or operation of your digital tools is often the preferred route to access specialized expertise, gain agility, and focus your resources on your core business. However, the line between a virtuous partnership and structural dependence can blur faster than you might imagine. Without an appropriate contractual and operational framework, a company’s control over its digital assets – source code, servers, documentation, architecture – gradually erodes.

Instead of calling outsourcing into question, the aim is to identify the risk factors that, if unaddressed, create lock-in: absence of reversibility clauses, incomplete documentation, overly centralized technical access, or dependence on a single expert. Through a pragmatic approach contextualized to the Swiss market, this article offers best practices to safeguard your organization’s autonomy while nurturing a healthy, balanced relationship with your IT service provider.

Anticipate Intellectual Property and Deliverable Reversibility

Clearly defining ownership of the code and deliverables from the contract’s outset is essential. Detailing the handover process helps prevent roadblocks at the end of the collaboration.

Every outsourcing contract must specify who holds the rights to the source code, architectural diagrams, and technical documentation. Without this clarification, the company is forced to renegotiate its rights or redevelop critical components.

Example: a Swiss financial services SME discovered during an internal audit that the original contract did not specify ownership of its automation scripts. This oversight delayed its data flow migration to a new cloud environment by a quarter, incurring additional costs of nearly CHF 50,000. The example illustrates the importance of integrating a handover and license transfer plan during the negotiation phase.

Clarify Intellectual Property

The first step is to precisely list all deliverable artifacts: source code, data models, infrastructure scripts, integrated open source components. Each item should be associated with an explicitly defined ownership or licensing regime.

A rights assignment clause ensures the company can freely modify, deploy, or transfer the code without additional fees. It should cover future versions, including minor incremental updates developed over time.

This clarification work reduces the risk of disputes and unexpected costs. It also facilitates smoother negotiations for long-term maintenance and support clauses.

Frame Reversibility in the Contract

Embedding an operational reversibility process in the contract means defining a clear timeline and modalities: deliverable formats, transfer deadlines, and scope of returned skills and access rights.

It is recommended to include progressive reversibility milestones, for example through quarterly or semi-annual delivery sequences. Each deliverable should be reviewed and approved to ensure it meets the company’s internal standards.

If the contract terminates, the provider must deliver a complete package including the code, documentation, and, if necessary, transfer assistance. Costs and responsibilities should be defined to prevent any disputes.

Plan for a Gradual Knowledge Transfer

Beyond deliverables, reversibility relies on upskilling internal teams. Training sessions and co-development initiatives help disseminate knowledge and prevent a single expert from holding all the system’s expertise.

Organizing technical workshops, pair programming, or regular code review sessions helps maintain a pool of in-house expertise.

This approach supports operational continuity and eases future developments by other providers or internal teams.

Logging and Sharing Access

Centralizing technical access with a single party poses a major risk. Replicating and logging access helps secure business continuity.

Implementing Shared Access

For each environment—development, testing, production—create access groups on the cloud platforms and code management tools. Assign distinct roles and restrict privileges to essential functions only.

Duplicating administrator accounts and service keys among at least two internal stakeholders provides necessary redundancy. Access must be restorable by a secondary point of contact without involving the provider.

This sharing should be accompanied by a centralized directory, ideally using an open source solution or a cloud service selected for its interoperability and reliability.

Key and Access Rights Management

Implement a secrets management system to store and distribute access keys, tokens, and certificates. Zero Trust IAM can encrypt and log these operations.

Each execution—whether a deployment or configuration change—should be tied to a traceable ticket or task. This traceability simplifies security audits and the identification of any unauthorized modification.

Regular key rotation combined with periodic rights reviews prevents the buildup of inactive accounts and the risk of malicious use.

Regular Auditing and Monitoring of Access

Schedule quarterly access reviews involving the IT department, security team, and the provider. The goal is to validate existing rights, remove obsolete accounts, and ensure compliance with internal policies.

Monitoring tools should detect unusual logins or unauthorized access attempts. They must be configured to send real-time alerts to the responsible parties.

These audits build trust and provide sufficient transparency to detect anomalies before they affect production.

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Maintain Living, Accessible Documentation

Up-to-date documentation reflects a healthy client–provider relationship. Without it, knowledge erodes and operations become complicated.

Documentation should cover software architecture, deployment procedures, automation scripts, and recovery scenarios. Whichever tool you choose (wiki, Markdown repository, static site generator), it must be easy to access and update.

Structure Business and Technical Documentation

Organize documentation into distinct modules: overall architecture, functional specifications, data models, DevOps procedures. Each module should include a table of contents and links for quick access to key sections.

This structure eases onboarding of new team members and ensures that each piece of information is in its place, avoiding redundancies and omissions.

By segmenting the documentation in this way, you can assign updates of each part to the most relevant expert, whether internal or external.

Automate Updates

To ensure consistency between code and documentation, link your CI/CD pipeline to a documentation generator. For example, trigger automatic updates of API schemas or UML diagrams on each branch merge.

Tools like Swagger, PlantUML, or Docusaurus can directly extract information from code or annotations to produce documentation that is always synchronized.

This integration reduces manual effort and minimizes discrepancies, while ensuring documentation remains relevant to operational teams.

Continuous Documentation Governance

Implement regular documentation reviews aligned with sprints or project milestones. Each code update should be accompanied by a review of the corresponding documentation.

An operational checklist ensures no critical element is overlooked: rollback procedures, environment variables, external dependencies, etc.

This collaborative governance encourages both the provider and internal teams to treat documentation as a deliverable in its own right.

Establish Collaborative, Agile Governance

Creating joint committees and review rituals ensures continuous alignment between business and technical objectives. This is key to a long-lasting relationship.

Without a clear governance structure, digital transformation can become a source of tension and delays.

Joint Steering Committees

Form a steering committee including the IT department, business stakeholders, and the provider’s representatives. Monthly meetings track developments, incidents, and contractual milestones.

Each meeting should produce a clear report listing actions, priorities, and owners. This transparency builds trust and facilitates decision-making.

By involving all parties, you anticipate future needs and adjust resources accordingly, avoiding surprises and misunderstandings.

Periodic Reviews and Checkpoints

Beyond steering committees, conduct quarterly technical reviews focused on architecture, security, and technical debt. These complement functional reviews and ensure a balance between innovation and reliability.

This includes analyzing dependencies, validating automated tests, ensuring compliance with internal standards, and updating the IT roadmap.

These checkpoints provide an opportunity to identify lock-in risks early and implement remediations before they become critical.

Defined Escalation Mechanisms

For each identified risk—be it contractual, technical, or operational—establish a graduated escalation mechanism. This may involve a formal notification, a security alert, or an ad hoc meeting.

Ensure the process is documented and known to all parties: IT managers, business stakeholders, the provider, and executive leadership.

A clear protocol reduces response times and limits impact on operations, while preserving trust even in crisis situations.

Turn Your Dependence into a Sustainable Partnership

The key to maintaining control of your digital tools without weakening your provider relationship lies in anticipation, transparency, and collaboration. Clarifying intellectual property, structuring reversibility, sharing and logging access, keeping documentation up to date, and establishing agile governance are concrete levers to avoid vendor lock-in.

Our experts are available to audit your situation and guide you in implementing these best practices. Beyond compliance, this is an approach to sustainable responsibility and performance.

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In an environment where software continues to operate after support has ended, many organizations fail to immediately grasp the full scope of the risks they face.

From unpatched security vulnerabilities and hidden budget overruns to increasing integration complexity and unattainable regulatory requirements, an End-of-Life (EOL) system can become a ticking time bomb. Beyond the purely technical aspect, EOL represents a major strategic and financial concern that threatens an organization’s resilience and long-term viability. For IT leadership and executive management alike, anticipating and orchestrating the transition is now a top priority to secure the future of the information system and unlock value.

Security: Vulnerabilities Turn into Open Doors

EOL software exposes your information system to persistent vulnerabilities. Without patches, every flaw becomes easily exploitable and jeopardizes your operations.

When a vendor stops releasing updates, any vulnerabilities discovered thereafter remain open indefinitely. Attackers automate the discovery of unpatched versions and exploit these weaknesses as soon as they are publicly recorded, often via exploit databases on the dark web.

This leads to more frequent intrusions, ransomware targeting legacy technologies, and service disruptions that can breach service level agreements (SLAs) with clients or partners. The organization quietly loses operational and reputational flexibility.

Without active monitoring and a proactive remediation plan, the information system gradually weakens. The domino effect can impact supply chains, billing processes, or access to critical data, and incidents may multiply without executive management’s knowledge.

Isolation and Sandboxing as Temporary Measures

To mitigate the risk without immediately replacing an EOL component, some organizations turn to virtualization and sandboxing. By encapsulating sensitive systems in isolated environments, they limit the attack surface and exert finer control over inbound and outbound traffic.

This approach creates a virtual “protective whisper”: network communications with the rest of the information system pass through secure gateways, and any abnormal behavior can be inspected before reaching core services. Virtualization also enhances the ability to rapidly restore a clean instance in the event of an incident.

However, these measures are costly to maintain and increase administrative complexity, especially when multiple outdated versions coexist. They should remain temporary until a planned migration or modernization is complete.

Example: An E-Commerce Site

An e-commerce site had unknowingly been running a payment module out of support for two years. When vulnerabilities were publicly documented, attackers exploited a flaw to divert customer transactions.

Thanks to swift intervention, the IT team isolated the payment module on a dedicated network and deployed dynamic sandboxing. This emergency measure halted the exploitation attempts, but the incident demonstrates how insufficient monitoring can lead to structural vulnerabilities whose remediation is always costlier than prevention.

The company has since migrated to a regularly updated open-source payment solution, thereby reducing its long-term exposure.

Hidden Costs: Silent Maintenance That Devours the Budget

Once support ends, maintenance becomes a financial sinkhole. Teams devote growing resources to homemade patches at the expense of innovation.

Without official updates, each incident often requires an ad hoc “home-grown” fix tailored to the production environment. These interventions consume development, testing, and deployment time with little visibility into the overall effort.

Over time, the IT budget is absorbed by these repetitive operations, leaving scant room for value-added projects. Resolution times lengthen and ticket backlogs swell, turning the IT department into a mere support center rather than a strategic driver.

This drift remains invisible in traditional dashboards, as costs are spread throughout daily operations with no explicit accounting to justify an upgrade.

Accumulating Technical Debt

Each ad hoc workaround adds to the technical debt. As homemade patches and scripted updates pile up, the code becomes unreadable, the architecture rigid, and the risk of regression skyrockets. To contain these effects, initiating a code refactoring may be advisable.

Tests often lack coverage, documentation goes out of date, and accumulated knowledge remains confined to a handful of in-house experts. When a major incident hits, it can take weeks to pinpoint the root cause and restore stability.

This invisible overload burdens operations, dilutes accountability, and jeopardizes multi-year IT cost control.

Example: An Industrial Manufacturer

An industrial equipment manufacturer extended the use of an unsupported ERP system by two years, deeming immediate replacement budgets too high. Incidents mounted, and the IT team spent 70 % of its time fixing bugs rather than developing new business functionality.

Analysis revealed that maintenance scripts had been patched over fifty times, resulting in a ten-fold increase in labor hours per fix compared to a fully supported environment. The hidden cost of technical debt exceeded the original modernization budget by 30 %.

After this realization, the company launched a phased migration to a modular cloud ERP, leveraging an open-source approach to avoid vendor lock-in.

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Technical Dependencies: Integration and Compatibility in Freefall

Over time, outdated dependencies hamper the ability to evolve the information system. Interfaces become tangled and system robustness erodes.

Each aging component requires adjustments for data exchanges with other parts of the information system. API formats change, protocols evolve, and versions fall out of sync, causing functional breakages whenever neighboring systems are updated.

Custom middleware and connectors multiply abstraction layers, making data flows hard to trace. When an integration incident occurs, identifying the precise origin can take days or even weeks.

These situations generate organizational stress, slow cross-functional projects, and undermine business confidence in the IT system, creating a vicious cycle of resistance to any change.

Regular Testing to Anticipate Breakages

To avoid surprises, mature organizations implement automated integration test campaigns from the development stage. They define production-like preproduction environments where every business scenario is executed before go-live. Embedding these tests into CI/CD pipelines, inspired by Agile and DevOps, ensures exhaustive coverage of critical use cases.

This strategy detects incompatibilities in advance and measures the impact of version changes across the entire data flow. Without this discipline, modifying an EOL component can trigger a cascade of anomalies—sometimes invisible during rapid deployment but costly in production.

Example: A Financial Institution

A financial institution had retained an out-of-support core banking engine—the hub for transactions between clients and mobile apps. Updates to the client portal regularly blocked transaction flows, affecting payment services and customer relations.

After implementing an automated test framework covering key scenarios (authentication, transfers, and reporting), the team could anticipate every change and resolve incompatibilities before production. This example shows how integrated testing strategies reduce incident cycles and strengthen overall system reliability.

The institution then began a phased migration to a cloud-native architecture, enhancing scalability and ongoing component maintenance.

Compliance and Governance: EOL vs. Regulatory Requirements

End of support makes compliance impossible: audit processes hit a wall without patches, exposing the organization to severe penalties.

Data protection regulations (GDPR) and payment security standards (PCI-DSS) require regular updates, security patches, and periodic penetration tests. An EOL component no longer meets these criteria, undermining any audit effort.

Without patches, compliance validation is impossible, potentially leading to non-compliance reports that block data exchanges with partners or clients. Regulators may then demand full isolation of the system or even mandate it be taken offline.

In this context, inaction equates to legal, financial, and reputational risk, intensifying the pressure to replace obsolete software swiftly.

Penalties and Reputational Impact

Failure to meet security obligations can trigger fines up to 4 % of global annual turnover under GDPR, with similar financial penalties for PCI-DSS breaches. Added to this are the costs of remediation, legal counsel, and lost customer trust.

A major personal or financial data breach often attracts negative media coverage, causing lasting brand damage. Crisis communication and public relations budgets add to technical costs, reinforcing the notion that each day of delay is costlier than planning a controlled transition.

Proactive Modernization Strategies

Mature organizations integrate EOL management into the application lifecycle. They map versions, identify critical dependencies, and schedule updates based on business priorities and regulatory constraints.

Phased migrations to cloud or SaaS architectures, combined with modular service redesigns, spread efforts over time and minimize business impact. Sandboxing phases and automated testing ensure security and compliance requirements are met. This approach often relies on a modular refactoring plan to reduce technical debt and deliver a clear ROI.

Simultaneously, targeted technical debt reduction—prioritizing components at risk of non-compliance or service disruption—ensures a transparent ROI: fewer incidents, controlled costs, and enhanced regulatory resilience.

Adopting a structured EOL strategy transforms modernization into an ongoing opportunity for information system optimization and rationalization.

Turn End of Support into a Resilience Lever

Anticipating software end-of-life is not a burden but a life-insurance policy for the information system. Enhanced security, controlled costs, guaranteed compliance, and modular architecture become the pillars of an agile and reliable system. By rigorously orchestrating the transition, you reduce incident risks, optimize technical debt, and lay the foundation for continuous innovation.

Our experts, leveraging an open-source, scalable, and modular approach, are ready to assess your application estate, define a tailored roadmap, and steer your information system’s modernization—without vendor lock-in or service disruptions.

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Faced with accelerated electrification, growing factory automation, and increasingly stringent environmental, social, and governance (ESG) requirements (Fit for 55, Carbon Border Adjustment Mechanism, batteries, life cycle reporting), cost estimation is no longer a mere end-of-project financial assessment.

European manufacturers must adopt a predictive and auditable approach, capable of simulating real-time carbon impact and supply chain risks. Industrial AI, integrating historical data, market models, and ESG indicators, becomes a decisive lever to accelerate innovation and maintain a sustainable competitive advantage.

Limitations of Traditional Approaches

Manufacturers still relying on spreadsheets and fragmented tools face the growing complexity of the market. These methods isolate cost from supply chain risks and environmental impact, slowing decision-making.

Data Fragmentation

In many companies, cost information comes from disparate sources: ERP systems, Excel files, PDF reports. This dispersion complicates data consolidation and increases the risk of input errors, undermining analysis reliability.

When component prices fluctuate rapidly due to geopolitical tensions or commodity market volatility, manually updating each document becomes a bottleneck. The absence of a single reference repository extends the preparation time for financial plans.

Without an integrated platform, trade-offs between technical options and actual costs remain highly subjective. To learn how to digitize your company, see our step-by-step guide.

Static Assumptions and Rigid Scenarios

Traditional spreadsheets rely on fixed assumptions throughout the planning process, without automatic adjustment to market developments or ESG imperatives. This rigidity prevents a cascading analysis of cost-risk-environment impacts.

For example, a sudden surge in energy prices or the introduction of a new carbon tax is rarely integrated without a labor-intensive manual revision of each assumption. Discover our tips to secure the adoption of a new digital tool for sustainably transforming business practices.

In the absence of dynamic scenarios, simulating alternative suppliers or technical configurations becomes too time-consuming. Strategic decisions are then based on partial models, increasing financial exposure.

Lack of Traceability and Auditability

In this context, it is often impossible to reconstruct the origin of a cost estimate or justify a precise carbon ratio. Executive committees demand verifiable data, and manufacturers struggle to provide a complete audit trail.

A mid-size Swiss industrial equipment maker used spreadsheets to estimate the cost of its battery cells. With each pricing update, inconsistencies between versions were not logged, causing discrepancies in presentations to investors.

This case highlights the importance of a solution where every assumption, cost source, and calculation is stored and accessible. Without this, estimates lose credibility and decision-making quality.

Industrial AI for Predictive Planning

Artificial intelligence enables a shift from reactive logic to predictive planning, capable of anticipating market fluctuations and regulatory constraints. It combines historical data, industrial models, and ESG indicators to produce audited and adaptive estimates.

Multivariable Modeling

Industrial AI simultaneously integrates material costs, labor, energy, and overhead into a single model. The algorithms learn from past data and automatically adjust the coefficients for each cost element.

By linking these factors to macroeconomic scenarios (inflation, exchange rates) and Fit for 55 requirements, the tool generates robust projections. Teams can test multiple scenarios without starting from scratch for each change.

This paves the way for proactive planning, where the impact of a copper price hike or a stricter carbon tax can be evaluated in a few clicks. This concept fully aligns with the spirit of Industry 4.0.

Integration of ESG Indicators

Beyond monetary costs, industrial AI accounts for CO₂ emissions, recycled material usage, and environmental certificates. Each component is assigned an ESG profile, updated in real time from open databases or government sources.

Simulations thus include CBAM constraints and carbon offset quotas. Manufacturers can make trade-offs between suppliers based on their carbon footprint or their ability to supply materials that meet new European standards.

This approach ensures complete traceability of choices, essential for meeting CSR audits and public tenders requiring detailed life cycle reporting.

Adaptability to Regulations and Standards

AI continuously ingests regulatory developments, whether the European Batteries Regulation or sector electrification plans. The models incorporate compliance deadlines and associated costs.

By simulating the impact of a future CBAM update or a stricter waste management standard, manufacturers anticipate upgrade expenses and plan necessary investments.

They can thus align their roadmap with carbon neutrality goals while optimizing the total cost of ownership (TCO) of their projects.

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Real-time Simulation and Optimized Trade-offs

Real-time simulation powered by industrial AI enables the instantaneous testing of hundreds of technical configurations and suppliers. These optimized trade-offs reduce time-to-market and improve offering resilience.

Assisted Design Trade-offs

AI proposes design variants based on cost-durability-risk criteria, considering mechanical constraints and ESG objectives. Every change in the specifications generates a new comprehensive estimate.

Engineers can compare the impact of an aluminum-magnesium alloy versus a reinforced composite on unit costs and carbon footprint. See how AI is transforming the construction sector from planning to smart sites for more examples.

This decision-making agility strengthens competitiveness in international markets where regulatory and environmental pressure is high.

Dynamic Supplier Management

By integrating supplier performance, lead time, and compliance history, AI automatically adjusts costs based on stock, raw materials, and logistics risks. Algorithms also incorporate sector-specific price indexations.

A major Swiss electronics components manufacturer tested in minutes the impact of partially switching to a second European supplier. The analysis revealed a 2 % cost increase versus a 15 % improvement in supply chain resilience.

This example demonstrates the value of real-time simulation for balancing economic optimization and supply assurance.

Considering Carbon Constraints

AI-driven models instantly reflect changes in emission factors and carbon quotas. Every purchasing or design decision is evaluated for both financial cost and climate impact.

Decision-makers can set maximum emission thresholds per product, and the tool automatically filters out non-compliant configurations. This reinforces regulatory compliance and secures presentations to regulators.

This operating mode also lowers the risk of penalties and highlights ESG credentials to responsible investors.

Smart Estimation: A Sustainable Strategic Lever

Augmented estimation becomes a true strategic lever, aligning TCO management, supply chain resilience, and time-to-market acceleration. It builds confidence in every decision.

Managing Total Cost of Ownership

Beyond direct costs, industrial AI automatically calculates maintenance, end-of-life, and recyclability costs. Total Cost of Ownership becomes a dynamic indicator, continuously updated.

Financial teams legitimately integrate future expenditures into their forecasts, limiting budget surprises and optimizing CAPEX/OPEX trade-offs.

This holistic vision enables manufacturers to align investments with sustainability goals and maximize value across the life cycle.

Strengthening Supply Chain Resilience

Multi-source simulations assess exposure to geopolitical risks, raw material volatility, and logistics constraints. Manufacturers then plan tailored hedging strategies.

By integrating real-time market data, AI alerts on potential disruptions and suggests alternatives before risks become critical. Our change management guide details best practices.

This proactive approach enhances flow continuity and limits emergency procurement surcharges.

Accelerating Innovation and Time-to-Market

By automating estimate preparation, smart estimation frees time for design and experimentation. R&D teams can more quickly test innovative configurations.

Virtual prototypes are validated in hours instead of weeks. Deploying new industrial solutions thus gains speed.

This agility increases appeal in competitive markets and positions the manufacturer as a reference player in Industry 4.0.

Modernize Your Cost Estimation to Accelerate Competitiveness

Static methods based on fragmented tools are no longer sufficient in the face of rapidly evolving markets, ESG requirements, and Fit for 55 and CBAM regulations. Industrial AI transforms cost estimation into a strategic capability: multivariable projections, full traceability, and real-time simulations enable effective trade-offs between cost, risk, and environmental impact.

Companies adopting augmented estimation gain resilience, speed up time-to-market, and reinforce the credibility of their plans with stakeholders. Our open-source and modular experts are available to contextualize these approaches, avoid vendor lock-in, and build a secure, scalable digital ecosystem tailored to your business challenges.

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