CUSTOMER STORY – SUITE

From data silos to one source of truth: A Global Logistics Leader’s Governance Transformation 

How an international logistics company with operations in +100 countries is building entity and board data confidence for Legal and Finance teams

Ottakringer Getränke AG

AT A GLANCE

Challenges

  • No single source of truth stemming from 3 disconnected tools and data pools across Legal and Finance teams 
  • Unreliable data quality requiring double-checking and slowing down decisions
  • Manual mandate management made it impossible to quickly verify signatory authority across regions
  • Manual board meeting management, from preparation, to distribution of materials and compilation of document
  • Manual and outdated org charts

Results

  • Hundreds of employees to be supported with a centralized governance infrastructure
  • 5 board rooms with capacity for 100 board members, streamlining board communications.
  • From 3 to 1 single source of truth consolidating legal and financial data, for the first time
  • Expected information retrieval time to go down while maintaining data accuracy
  • Automated and updated in real-time org charts

Products Used

Entity Management
Board Management

INTRODUCTION

This Europe based global logistics and supply chain management company, with operations spanning over 100 countries and over 50k employees worldwide , is not new to complex environments. Its international reach, nevertheless, carries governance complexities that needed to be resolved. 

With a highly decentralized organizational structure, the company found itself in a paradox: the systems enabling some sort of local agility were not delivering enterprise-wide data clarity . With Legal teams working on one system, Finance on another, and sometimes even having variations between regions, it became difficult to be sure of what data was true or not. For a company of this scale, data fragmentation was no longer a possibility—it was a risk to entity management, board management, and had consequences on compliance, reporting, and of course, strategic decision making. 

THE CHALLENGE

Three tools, three truths, and little data confidence

It is crucial to understand the context: in this organization, the approach to legal entity management evolved organically, not strategically. After years of organic evolution, different teams were working on different systems, and sometimes even varying by region. The striking example at this organization was the divide between the tools used by Finance, with Excel as their primary data storage system, and Legal relying on a generic entity management tool offering little personalization. In the end, there were three diverse data pools, each offering its story and reality, with no clear way to reconcile them.

The consequences affected the entire organization:

  • Poor data quality: Teams could not trust that their data was accurate and up-to-date, requiring constant double-checking before any decision. On occasions, certain regions would completely lack data due to the multitude of tools in use.
  • Reporting paralysis: Building reliable reports became difficult because the underlying data quality was always in question 
  • Mandate management complications : Simple questions like “Where does this person hold mandates?” took hours to answer when the information was available. 
  • Manual organization charts: Teams did not have access to automated org-charts, lacking real-time visibility. 
  • One-by-one updates: Without bulk update capabilities, company-wide changes meant updating hundreds of entities individually. 
  • Board management in the dark ages: Every aspect of board governance was manual, from meeting preparation to document distribution .

When teams spend more time verifying data than using it, something is wrong. Oftentimes, legal and Finance would have to slow down their decision-making processes because they would need to corroborate data from different sources and teams. There were too many manual steps, whether it was for data management or board management. 

THE SOLUTION

One unified platform for their legal teams

The ultimate goal was to work with solutions that would talk to each other. The search required more than just an entity management software since board meetings also needed an update. DiliTrust stood out for its user-friendly interface but also its ability to combine general needs with customization capabilities. The company needed a partner who understood the complexity of bringing two departments with different needs, different workflows, and different data onto a single platform. 

A platform to consolidate legal and financial entity management data 

Granular permissions enabling Finance teams to update their data fields without modifying legal information 

Bulk update capabilities enabling company-wide changes to be made efficiently 

Integrated board management connecting Entity Management and Board Portal so mandate updates flow seamlessly 

Teams will be able to configure data fields and workflows without requiring IT expertise; this flexibility was essential for the organization as it is expected to have many users on it, with different tech readiness. 

DiliTrust, a true partner: The implementation process was just as important as the features for the business. The company was looking for a real partner that would act somewhat as a consultant on the project to guide them through the transformation. With the implementation underway, the estimated timeline is around 4 to 6 months until completion. 

THE RESULTS

One platform supporting end-to-end legal oversight

The organization aims for tangible improvements from the early stages as the transformation takes shape.

The expected outcomes include:  

  • All manual work will be eliminated, from repetitive tasks like org chart creation and one-by-one updates replaced with automated capabilities 
  • A global infrastructure supporting hundreds of employees worldwide backed by a centralized governance system scaling across 100+ countries 
  • Unified contract data and performance metrics the legal team can confidently operate with
  • ​A central contract summary sheet was created with 80% standardized fields, allowing 20% flexibility for local needs
  • Compliance wins, with regulatory deadlines (including distributor contracts) met on time

With the Legal Entity Management and Board Management tools all team members will better understand their responsibilities, giving the best environment to balance autonomy and data centralization. Once fully deployed, the company will be positioned not just to manage their current complexity, but to scale their governance infrastructure as they continue to grow. With clean data, clear processes, and confident teams, they’re transforming entity management from a bottleneck into a competitive advantage. 

You’ve seen how DiliTrust helped a global sports and outdoor retailer move from decentralized and scattered contracts to one organized system. Discover how we can help your organization do the same.

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