Towards a paperless future
Mobile solution for maintenance reporting
BLS AG operates one of Switzerland’s most important rail networks. By introducing a mobile solution for maintenance feedback, the company is digitizing key workshop processes – increasing efficiency, transparency, and data quality across all maintenance operations.
About BLS
BLS AG is a diversified Swiss transport company based in Bern. As a provider of rail, bus, ferry, and car transport services, BLS connects people, regions, and tourist destinations. In freight transport, the company ensures powerful international connections.
With the Lötschberg Base Tunnel, BLS operates one of Europe’s most important transit routes. The company is committed to sustainable mobility, relying on renewable energy, modern technologies, and digital solutions – with the goal of becoming climate-neutral by 2050.
Thanks to its strong regional roots, technical expertise, and clear customer focus, BLS actively shapes public transportation in Switzerland.
Initial situation
Before the introduction of the mobile solution, maintenance activities in BLS AG’s workshops were managed using paper-based processes. Employees received their work orders in printed form every day – amounting to around 800 pages daily. Feedback on completed tasks was recorded manually on paper and later transferred into the SAP system.
This approach led to media discontinuities, a higher risk of errors, and significant administrative overhead. The goal was therefore to implement a fully digital solution in which all information and feedback could be captured directly via mobile devices and transmitted to the SAP system in real time.
Objective
The core objective of the project at BLS AG was to implement a digital and mobile user interface for maintenance activities. The aim was to make all relevant information, instructions, and work steps available directly on a mobile device. This enables maintenance staff to perform all tasks with digital support and to submit their feedback directly via the device – efficiently, consistently, and in real time.
To ensure seamless integration into the existing SAP-based maintenance management system, the structured preparation of master data was essential. Particular focus was placed on work instructions and asset data, which define the location, access, and required resources with precision.
Challenges
With the mobile maintenance solution, BLS AG advanced the digitalization of technical processes. Previously, workshops used paper-based systems, printing around 800 pages daily. Switching to fully digital, mobile feedback transformed workflows across all departments.
The challenge included not only the technology shift but also integrating processes into a unified SAP-based system. Simultaneously, maintenance teams built expertise in system functions. Maintaining accurate master data was crucial for efficient mobile feedback and seamless data processing.
An agile approach with ongoing user feedback enabled continuous process optimization and boosted employee acceptance of the mobile maintenance system.
System
As part of the project, the mobile solution was fully integrated into BLS AG’s existing SAP system. The maintenance processes are based on SAP EAM and were enhanced with a modern, Fiori-based user interface for mobile use. Workshop employees were gradually introduced to the new system and received extensive training to ensure seamless digital feedback via mobile devices.
Thanks to the close integration with the existing system landscape, media discontinuities were eliminated and data quality was significantly improved. The implementation followed the existing process structure consistently – without additional compromises or isolated solutions.
The BLS Project OPAL Key Figures at a Glance
1
Project duration (years)
5
Integrated workshops
120
Maintenance staff
90 %
Reduced paper consumption
100 %
Digital feedback via tablet
The project to transition maintenance operations to SAP was internally referred to as “OPAL”. This name represents the full integration of maintenance processes and serves as a clear identifier for the project in internal and external communications.
The agile SCRUM methodology was used for the development and implementation of the mobile solution. This enabled iterative development with regular end-user feedback, which significantly increased user acceptance of the solution.
The mobile application is based on SAP Fiori, providing an intuitive and user-friendly interface. This significantly simplifies navigation and data entry for maintenance staff.
To meet the complex requirements of shift planning and logistics beyond standard capabilities, SBB IT implemented several custom SAP developments.
-
Automated shift planning
-
Mapping of rules and parameters
-
Staff and vehicle scheduling
-
Maintenance timetables and operation scripts
In close collaboration, the impact of these developments on master data was reviewed for feasibility and incorporated accordingly.
The digitalization of processes not only reduced paper consumption but also significantly lowered archiving costs, as fewer physical documents need to be stored.
Seamless, media-independent data entry leads to improved data quality in the ERP system, as errors caused by manual data transfers are eliminated.
Outlook
The successful implementation of the mobile maintenance solution provides BLS AG with a solid foundation for further digitalization initiatives in the technical domain. In the future, the solution is expected to be extended to other business areas – such as vehicle maintenance or additional technical units.
At the same time, the application will continue to be enhanced, particularly in terms of functionality and user experience. BLS will continue to rely on agile methods to respond flexibly to new requirements and to evolve the solution in close collaboration with its users.
Asset Lifecycle Management in the rail industry
Trendtalk with Michael Zangl, Head of Business Management
Topic: The future on rails
Scarce resources, increasing maintenance requirements and the pressure to digitalize: The rail industry is facing massive challenges.
In the new episode of our valantic TrendTalk, you will learn how SAP APM & SAP EAM enable change in asset management – with digital twins, AI and predictive planning.
Interested in this project?
Get in touch with our experts now for a personal consultation!
Your Contact
Hubert Oppe
Senior Expert Consultant
Orianda Solutions AG - a valantic company