How Viacar AG reorganized its document output
Documents as a Key Process
Viacar AG, headquartered in Aarau, develops software solutions for cantonal motor vehicle departments in Switzerland. The specialized application manages core processes related to vehicles, owners, inspections, and fees. Nearly every one of these processes ends up where citizens and the administration interact: in a document.
Because documents are the formal conclusion of many processes, they are important for efficiency, quality, and how the organization is perceived. With the ongoing shift to digital, the focus on document output has therefore increased. The goal was to modernize existing structures, reduce dependencies, and create a stable foundation for future requirements.
Step-by-step. Controlled. Future-proof.
Starting as early as 2018/2019, INVARIS supported Viacar AG in further developing its document output, which was based on data from version V09 of the Viacar specialized process. To this end, INVARIS reviewed the existing form landscape, consolidated accumulated content, and reorganized it. Cantonal specifics and different data formats were separated, modeled, and converted into a transparent, long-term maintainable structure. Changes to elements such as headers and footers, mandatory text, or formal notes now only need to be made in one place and automatically apply to all documents. At the same time, a reliable foundation was created for future system migrations.
“The big advantage was that changes no longer had to be programmed in the line-of-business system,” said Michael Sell, Senior Project Manager at Viacar AG.
Since version V09 of the line-of-business system no longer met the growing demands of digitalization, Viacar AG launched a project to migrate to version V20. INVARIS continued to support the team during this phase as well. On the one hand, the new data models and modified data content were taken into account; at the same time, the new INVARIS Output Management system was introduced at Viacar AG, enabling the company to independently manage and further develop the solution.
The Role of LayoutFactory: A Scalable Service
In addition to modern output management, INVARIS handled the project implementation tasks. The INVARIS LayoutFactory was utilized for this purpose. It is an optional service for the external implementation or customization of document templates.
Its key advantage lies in its flexibility: LayoutFactory is not a rigid outsourcing solution, but is designed as a scalable service. LayoutFactory enables both the external implementation of templates and subsequent in-house maintenance following appropriate training.
Approximately 450 forms were implemented per Department of Motor Vehicles. The focus was on the operational implementation of everything from simple letters to complex, logic-driven documents with high technical requirements.
“With INVARIS, we were able to implement adjustments much more flexibly and quickly,” reports the project manager in an interview.
External testers from the INVARIS partner network were brought in for quality assurance. Testing was conducted using realistic test data, with a particular focus on mass printing and blind processing.
The solution in action
Today, the INVARIS solution is fully integrated into Viacar AG’s system landscape and supports the cantons of Zug, Lucerne, Aargau, Schaffhausen, and Vaud. Documents are generated directly from the respective government offices, processed in a structured manner, and issued automatically or semi-automatically depending on the specific use case.
The system covers a wide range of applications, from individual letters and decisions to automated notifications, vehicle inspection reports, and medical certificates, all the way to comprehensive annual statements and tax documents. Even with high volumes and mass printing, the document process runs stably, reproducibly, and under control.
Conclusion
By switching to the INVARIS solution, Viacar AG has fundamentally reorganized its document output. Changes are no longer made across numerous templates, but centrally via reusable building blocks. Adjustments, such as to headers and footers, phone numbers, mandatory text, or formal notes, need only be made once and take effect immediately in all relevant documents. This reduces effort, prevents errors, and ensures consistent results across all cantons.
Document output is thus no longer a bottleneck but a reliable and easily manageable part of the system landscape: significantly less prone to errors, efficient in day-to-day operations, and clearly focused on quality and continuous improvement.
By implementing the INVARIS solution within its own system landscape, Viacar AG can fully leverage the platform’s capabilities while gaining greater freedom in managing, scaling, and configuring the system.
“The collaboration was characterized by a human, pleasant, and cooperative relationship. Communication was always open and constructive. Furthermore, the team demonstrated flexibility in dealing with changing requirements and last-minute changes,” Michael Sell reflects.
