The high-volume production environment at Landewyck Tobacco’s Luxembourg manufacturing facility required exceptional control over their supply chain and logistics processes. The sensitive nature of tobacco products created substantial administrative overhead for their Tobacco Taxes and Excise Department to maintain regulatory compliance. Excise declarations, which are specific to controlled goods like tobacco, represent a complex domain with unique regulatory requirements. Recognising this burden, Landewyck Tobacco management initiated an internal project to automate their Excise declaration processes, moving away from time-consuming manual operations.

Despite three years of effort, Landewyck Tobacco continued to struggle with establishing stable automated data exchanges with the relevant authorities. Under mounting pressure and following recommendations from regulatory authorities, Landewyck engaged Vivansa in March 2014 to leverage our specialised expertise in Excise systems computerisation. Our mandate was clear: resolve the ongoing issues and implement a reliable automation solution for their excise declaration filing processes, which constitute the core of their regulatory compliance operations.

Upon engagement, our team of six specialists — including analysts, architects, modelers, and business experts — conducted extensive working sessions to develop a comprehensive understanding of Landewyck’s existing environment and specific requirements for excise management. These assessments revealed that our cloud-based eOUI solution would effectively address their specialised excise declaration needs.

The implementation proceeded in two strategic phases. First, after a six-month fine-tuning period during which we made several improvements to the eOUI GUI, we successfully deployed the solution in “standalone” mode for managing excise declarations. This critical milestone triggered the second phase, which focused on evolving from standalone to fully integrated operation by connecting eOUI with Landewyck’s SAP ERP system. This integration, completed in December 2016, enabled complete end-to-end automation of the excise declaration filing process, transforming a previously manual workflow into a streamlined digital operation tailored specifically to meet the complex requirements of tobacco excise management.

Throughout the project, our team provided comprehensive services including business and IT consulting, Business Process Modeling (BPM), system integration, and custom development work to ensure the solution precisely met Landewyck’s unique excise declaration requirements.

The implementation has delivered tangible results for Landewyck Tobacco in its excise declaration management. The company has improved its excise declaration processing capabilities while realising cost savings through higher automation levels and enhanced operational control in this specialised regulatory domain. After about 8 years in production, the solution continues to maintain high customer satisfaction.

Currently processing over 600 excise declarations monthly, the system has demonstrated reliable performance with a 99.95% availability rate. The success of this implementation has led to discussions about future enhancement plans, particularly in Master Data management for excise-related information, by further leveraging the capabilities of Vivansa’s solutions — demonstrating our commitment to continuous improvement and long-term client partnerships in specialised regulatory domains.