Contract Management for Ski Austria with RUBICON Acta Nova

Milestone: Ski Austria relies on RUBICON for the Digitalisation of Business Processes

Ski Austria, one of the largest sports associations in Austria, relies on a RUBICON solution for the digitalisation of business processes and communication: Acta Nova, the digital business platform by RUBICON, enables a centralised and standardised administration. An intuitive online portal with self-service functions provides employees and athletes with a wide range of communication options and data at any time.

Ski Austria: One of the largest Sports Associations in Austria, with more than 135,000 members

Ski Austria is one of the largest specialist sports associations in Austria and is the central component of the Austrian skiing landscape. With more than 1,100 clubs and more than 135,000 members, including around 400 squad athletes in 14 ski and snowboard disciplines for all age groups, the association has numerous administrative tasks, for example in contract management. The centralised document and template management was complex and required an enormous amount of time and human resources to manage a large amount of personal data and tasks. To address this challenge more efficiently, a digital solution was sought.

Digitalisation of Business Processes as a Challenge due to High Data Volumes

At the start of the project in 2022, one of the objectives of this digitalisation challenge was to standardise documents such as service contracts, guidelines and competition rules, as well as the associated processes, in a virtual format. Another task was the optimization of the communication with athletes. Instead of using e-mail, Ski Austria wanted to use a modern communication portal with additional self-service features.

As a first step it was necessary to standardise the management of a large amount of personal data from the sports and administrative areas within the ski association. Standardising templates and creating a central filing system for documents was also an important goal towards digitising business processes. A further requirement was to provide an online portal for communicating with the athletes. This portal should allow athletes to upload documents and update personal data on their own as a service available 24/7 round the clock.

The portal developed by RUBICON gives employees and athletes access to their personal data and the history of their documents at any time. The data can be synchronised with other systems if required. The data on the Ski Austria website, for example, is always updated via a link to RUBICON Acta Nova. A clear added value for everyone.

Once the service contract has been finalised, the process continues with the electronic signature, which saves additional time. An automatic signature request is created via an external signature partner. The persons concerned are then notified via the information portal or by e-mail and can then sign the contract electronically. This enables service contracts to be signed simply and directly online. They are automatically filed as well.

A successful Leap into Digitalisation

Ski Austria’s business processes and the communication with athletes have been raised to a new level thanks to Acta Nova and the online associated online portal. Successful digitalisation for everyone involved!

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