Change-of-Control (CoC) in 4.5 months

The go-live took place after an extremely short implementation phase of just four weeks. Power users were first trained on the smartmerger.com CoC Readiness Solution, then supported the rollout by training end users.

The CoC readiness solution launched at the end of June 2024. Project Manager Diestel explains how the tool was adapted to requirements through weekly sprints: “We followed an agile approach: We went live with a functional solution that was well received by users. Over the following weeks, we added further features and views, and expanded access permissions. New functionalities were introduced in weekly training sessions, where we also gathered user feedback. After about six to seven weeks, we were able to phase out this process almost entirely, as the feedback was consistently positive and no further feature requests were raised.”

New users were able to view or download the training materials and videos directly within the app, ensuring a smooth onboarding process. “In the end, we had a relatively extensive and well-structured set of training materials, which meant we experienced very few drop-offs during onboarding. It was well done,” praises Diestel.

To ensure clear task allocation and maintain data integrity, it was essential to accurately map roles and responsibilities within the tool. “Our complex project organization had to be reflected in the software according to the ‘tool follows structure’ principle,” says Diestel. “Since we couldn’t communicate with 500 people every day, the multiplier effect we had established organizationally also had to be represented in the system. That worked well — the system was designed so that each user could see exactly and only the data relevant to their area of responsibility. Internal consistency and data integrity were critical, and we were able to easily configure the smartmerger.com M&A tool to meet our requirements.”

The requirements of the stakeholders were also met in terms of risk management system, Schyma continues - it was important for the management level to maintain an overview of risk activities, to know where something was not working as expected or in which countries which applications were not yet ready. “The dashboard provided the answers — and there were indeed some critical moments that we were able to master thanks to the solution. Without it, we  wouldn’t have been able to answer these questions,” says Schyma.

The traffic light status system was especially helpful in keeping up with the activities, Diestel adds. “A real highlight in the reporting area was the ability to generate PowerPoint slides at the click of a button directly from the system — fully tailored to three different stakeholder groups, each with its own layout and perspective. That was a major advantage, especially since the status indicators for each activity were included automatically.”

As pressure mounted toward the end of the project and demand for specific analyses increased, a key feature introduced by smartmerger.com proved especially valuable: the Reporting Cube, which enabled the project team to configure and perform targeted analyses on their own. “We had to ensure that all activities were assessed on time and properly by the users — which wasn’t fully the case at that stage, as there were still content gaps,” Schyma explains. “Thanks to the Cube, we managed to raise the fill rate to 98% within just over a week. smartmerger.com was always receptive to feedback and proactive in suggesting innovative solutions — and the Reporting Cube was a direct response to solving that time-sensitive challenge.”

As the CoC readiness deadline drew closer, Project Manager Diestel shared an idea with smartmerger.com: to develop an AI-based early warning system capable of detecting potential bottlenecks and emerging trends, tracing their root causes, and alerting project leads accordingly. “That would be the gold standard,” Diestel reflects. “Detecting anomalies based on changes in data patterns, data maintenance, or development activity — and turning that into an early warning system that issues timely alerts.”

His idea was met with enthusiasm — smartmerger.com had already been exploring that direction. Just a few weeks later, they presented a functional AI  proof of concept (POC): “That POC was really exciting,” Diestel confirms. “It felt like using a typical AI chatbot — you could ask questions and get real-time feedback based on live project data.”

Diestel also emphasizes the consistent availability and engagement of the smartmerger.com team: “I can truly say that we always felt like a highly valued and well-supported client — without limitations. I really appreciated that collaboration: it was a sparring of ideas to find the best solutions. We had a highly effective working dynamic, and that partnership led to high motivation and productivity on both sides. That’s the only way it works. The software evolved alongside our requirements — and every adjustment was implemented quickly and efficiently.”

His experience was echoed by Manuel Markieton, Senior Strategy Consultant at Siemens Advanta Consulting, who oversaw the operational phase after CoC Day 1: “The tool exceeded expectations — not only in terms of project control, transparency, speed, and time savings, but also by improving team efficiency. The additional innovative ideas contributed by smartmerger.com went beyond what we anticipated.

“Users noted in their feedback that the tool gave them a clear sense of control — nothing fell through the cracks, everything was visible, and they felt confident working within their respective streams.” His colleague Erik Langen adds: “The app played a key role as the enabler of it all.”

Even after the change of ownership, the smartmerger.com app remains in use to complete the remaining non-critical CoC activities. Diestel concludes: “I can honestly say that the smartmerger.com system fully met — and even exceeded — our expectations. It made a significant and essential contribution to the success of the CoC. The team’s willingness to respond dynamically to our needs and handle them with structure and precision — that’s exactly what’s required in a world of client-specific solutions. I’m very satisfied.”