A university in Poland is transforming itself with next-generation ERP

The Military University of Technology in Warsaw (WAT) is modernising its management systems in partnership with Axians IT Poland, which has developed strong expertise in the education and defence sectors.

The Military University of Technology in Warsaw (WAT) educates more than 9,000 students, including 4,000 military students. It recently launched a comprehensive modernisation of its management systems. To meet the challenges posed by an ageing and unsuitable ERP (business management software) system, the university decided to implement a new integrated management system, SAP S/4HANA, with support from Axians, the VINCI Energies ICT brand.

Previously, WAT had used an ERP system that was showing its limitations in a lack of scalability and integration between systems, and difficulties meeting growing needs in terms of management and compliance. The university has to manage a wide variety of complex processes, relating not only to education but also to its relationships with the Ministry of Defence, its scientific partners, and public services.

Since 2020, discussions have been under way about new digital infrastructure. Having compared the products available and consulted with other universities, WAT selected the SAP S/4HANA solution to replace its old Egeria Comarch system. This choice was based on the reliability and flexibility of SAP, which is widely used in public institutions and known to meet the required quality, security and compliance standards.

An ambitious project

Axians IT Poland was selected to manage the project. “Through its experience with other universities in Poland, including the University of Warsaw, the Warsaw University of Technology, and the University of Silesia, Axians has acquired considerable expertise in the implementation of complex systems,” says Patryk Borzęcki, Business Unit General Manager at Axians IT Poland. “The contract is worth around 16 million Polish złoty [€3.7 million] after tax and covers the integration of numerous modules and the use of SAP Analytics Cloud for its advanced reporting functions.”

“WAT is asserting its commitment to being an agile, innovative and effective player”

The first phase of the project launched in Marz 2024 and was completed in a record time of nine months. This stage included system configuration, data migration from the old ERP, integration with existing systems, functional testing, and training for over 300 users.

Rapid, concrete results

The system has been proving its effectiveness since day one. By the end of March 2025, the FIORI user interface had already processed over 3,700 requests. As Lena Wójcik, Project Manager at Axians IT Poland, explains: “Management processes such as ZUS [Polish social security] payments and VAT declarations have been executed with no problems. The digitisation of administrative documents (tax forms, purchase invoices, etc.) has brought improved traceability, faster processing times and resource savings.”

This transformation is not limited to digital tools – it marks a structural and cultural evolution within the university. By opting for centralised, automated management compliant with modern standards, WAT has strengthened its ability to adapt and its resilience in a tense geopolitical and security context. Despite the challenges (tensions at the border, cyberattacks, the war in Ukraine), the university has chosen consistency, modernity and transparency.

Two dynamic phases

The successful conclusion of the first phase opened the way for the second, which was completed on 1 August 2025. This included the optimisation of the existing system and the addition of some new SAP modules, * including FI-TV (travel management), PM (maintenance), ECM by OpenText (advanced document management), and extended reporting capabilities with SAP Analytics Cloud. The aim was to further develop the digitalisation of internal processes while ensuring the solution’s long-term scalability. “We will continue to provide WAT with maintenance and full support of the solution for 36 months to ensure its long-term stability and performance,” says Patryk Borzęcki.

He adds that with this project, WAT is doing more than adopting a new computer system: “It is redefining its operations, modernising its processes and asserting its commitment to being an agile, innovative and effective player in the interest of research and national defence”.

*SAP modules make it easier to manage various specific internal business activities: purchasing, maintenance management, accounting, management control, human resources, and more.

11/14/2025