Jatro d.o.o. – Establishment of a document management system supported by EDIH Adria

Challenges

Jatro d.o.o. is a technology company engaged in the design of vessels and facilities at sea and on land, with an emphasis on design and execution engineering works in the field of electrical engineering. Through years of cooperation with renowned international partners such as Kongsberg Maritime, Kleven and Ulstein Group, Jatro has positioned itself as a stable and reliable partner in complex engineering projects.

The growth in the number of projects and staff – now more than 25 – has led to a growing need for more effective cooperation within the team. Document management was a particular challenge: preparation, editing, versioning, storage and exchange of project documentation among teams and according to clients. In addition to operational efficiency, security – both internal documents and those shared with external partners – was high on the priority list. Jatro also recognized the additional potential in automating recurring tasks related to project management.

Solutions

Through the service Test Before Invest, with the support of EDIH Adria consortium, testing and comparative analysis of various document management solutions was carried out, with the aim of selecting the optimal platform for digital transformation of internal processes.

Three software options were the focus of the analysis:

1. Microsoft 365 platform
2. NextCloud (open source platform)
3. Ericsson Nikola Tesla proprietary software

For each solution, key functionalities, billing models, hosting options (on-premises, cloud, hybrid) and customization options were analyzed. Special attention was paid to NextCloud platform, for which all three hosting options were tested: locally, through service providers, and in the cloud through the AWS infrastructure.

After the evaluation, Jatro opted for Microsoft 365 as the most suitable solution for its own needs.

Results and Benefits

In the implementation phase, with the mentoring support of EDIH Adria experts, concrete activities were carried out to establish a functional system for document management and team cooperation:

• SharePoint headquarters for the demonstration project was created, with integration with engineering software such as AutoCAD and ZWCAD, which allowed efficient versioning of project files and easy exchange between team members.
• Automated document exchange with MS Teams notification is enabled, improving communication and reducing administrative burden.
• The functionality of project-by-project timekeeping was implemented using Microsoft Planner and Microsoft Lists tools, which further contributed to transparency and work control.
• It also demonstrates automation capabilities within the Microsoft 365 environment, including the use of Copilot AI Assistant to support system configuration.

Based on successful testing, Jatro decided to independently invest in Microsoft 365, without the need for additional Digital Action Plan (DAP) and Financial Consulting (FCO) services from the EDIH portfolio.

Lessons learned

During the testing and implementation process, Jatro gained a clear picture of how important it is to strategically approach digital transformation – not only in choosing a platform, but also in defining internal processes and procedures.

The value of integration has been highlighted as key knowledge – the document management system must not function in isolation, but must be linked to the tools already used by the team. In addition, it is important to ensure that the solution does not burden users with additional layers of complexity, but contributes to simplicity, security and speed of cooperation.

Measurable data

• Three document management platforms with different delivery and licensing models were tested.
• A trial environment was implemented on Microsoft 365 with full integration into engineering tools.
• An automated workflow has been set up for the exchange of documents and notifications.
• Records of working time per project and calendar monitoring of activities were introduced.
• The potential of AI (Copilot) applications for further optimisation of digital processes has been evaluated.

 Conclusion

The project implemented with Jatro d.o.o. showed how companies from highly specialized technical sectors can quickly and effectively implement digital tools for internal cooperation, secure storage and exchange of documentation.

With the support of EDIH Adria experts, Jatro received not only technical support in choosing solutions, but also a structured insight into the possibilities of automation and scalability.

The next step is to conduct digital diagnostics (DMA T1) after the investment has been made, which will allow further monitoring of progress and planning of further digital steps.