Case Studies

Transforming Airport Operations Through a Secure, Process-Driven Document Management Platform

11 May 2025 No comments yet

Organization

An integrated airport authority responsible for managing multiple airports across a regional hub in Southern Europe. The authority oversees not only flight and infrastructure operations but also internal processes related to safety compliance, maintenance procedures, procurement, and personnel communication.

In pursuit of operational excellence and digital modernization, the organization initiated a strategic program to enhance and unify its content management and workflow platform.

The Challenge

The organization had implemented a customized document and process management system built on top of an open-source ECM platform. While functional, the legacy system lacked enterprise-grade scalability, high availability, and the orchestration capabilities required to:

  1. Manage and track airport safety and inspection procedures
  2. Digitally authorize internal operational documents with graphical signatures
  3. Automate complex financial processes such as accounts payable and receivable
  4. Distribute mandatory communications to personnel, with audit-ready "Read & Sign" tracking
  5. Centralize document and content repositories, replacing outdated file servers
  6. Guarantee compliance with GDPR, especially in terms of access control and activity traceability

Furthermore, the platform needed to support cross-airport deployments and integrate seamlessly with the organization's ERP and PEC systems (certified email) to facilitate fully digital workflows and regulatory readiness.

The Solution

The authority adopted Coopera to replatform its CMS/MDM solution, turning it into a mission-critical, secure, and workflow-driven environment supporting multiple airports and business units.

Key solution components included:

  1. Enterprise-grade CMS deployment, with high availability architecture across two data centers and migration to robust databases (Oracle/SQL Server)
  2. Implementation of end-to-end workflows for accounts payable and receivable, including:
    1. Automatic invoice intake via certified email (PEC)
    2. Validation workflows for invoice approval, DURC checks, and payment mandate generation
    3. ERP and banking system integration for real-time financial execution
  3. Development of over 60 new digital forms for operational and maintenance procedures, optimized for tablet/PC use and signed via Wacom graphical signature pads
  4. Structured "Read & Sign" workflows for internal staff communications, with live audit reports used in aviation inspections
  5. Progressive replacement of file servers through native ECM capabilities for archival, classification, and access
  6. GDPR compliance through advanced access policies, audit logging, and customizable reporting aligned with national data protection regulations

Coopera Modules Involved

To support the full digital transformation of internal airport operations, Coopera provided a secure, compliant, and highly orchestrated platform combining content lifecycle management, process automation, and user-centric interfaces.

  • Document Management

    Centralized storage, classification, and secure access to operational records, invoices, and forms, replacing file servers across airports.

  • Email Management

    Automated handling of certified emails (PEC) for invoice intake and initiation of financial workflows.

  • Case Management

    Structuring and tracking of all activities related to safety, maintenance, and inspections within unified digital folders.

  • Process Automation

    Full orchestration of accounts payable, maintenance reporting, and DURC validation workflows with real-time status control.

  • Human Task Management

    Role-based routing and audit-tracked “Read & Sign” workflows for mandatory communications and procedural compliance.

  • Dynamic Web Forms

    Over 60 web-based forms designed for tablet and desktop, used for safety checks, maintenance tasks, and internal approvals

  • Content Lifecycle Automation

    Progressive replacement of legacy storage through automated archiving, retention, and access control policies.

  • Digital Signature

    Legal capture and validation of handwritten Wacom-based signatures for internal documents and mandates.

Benefits & Results

Coopera enabled cross-airport automation of safety, maintenance, financial, and administrative processes. It provided operational traceability, real-time access to documentation, and high availability through a two-datacenter infrastructure—turning fragmented content into a cohesive, audit-ready digital environment.

Results achieved:

  1. Full digitalization of internal workflows related to safety, procurement, communication, and maintenance
  2. Seamless document routing, signing, and archival across four regional airports
  3. Significant reduction in manual tasks and increase in audit-readiness for external inspections
  4. Centralized management of all digital content with role-based access and traceability
  5. Integration with ERP, PEC, and external databases, enabling real-time data synchronization
  6. Future-ready architecture with high availability, scalability, and compliance-by-design

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