Why IT Projects Succeed When Governance, Change and Adoption Come First: The PCS Innotec Case

How PCS Innotec and Emixa restored structure, control and confidence during a SAP S/4HANA implementation.

PCS Innotec International develops innovative maintenance, repair and cleaning products for professional use. The company serves skilled technicians across the automotive, industrial and construction sectors and distributes its solutions internationally from its headquarters in Belgium.

When PCS Innotec decided to implement SAP S/4HANA across the group and its subsidiaries, it quickly became clear that the project was coming under pressure. A combination of operational, governance and delivery challenges increased tension between IT and the business.

As Group CFO Kristof Deckers explains: 

“I was missing structure and transparency, which didn’t give me enough comfort regarding the project’s progress or costs.”

The Challenges

Key challenges included:

• Inefficient Project Management, leading to a lack of structure and transparent communication.
• Insufficiently structured Incident and Change Management processes, causing recurring issues.
• High dependency on the external implementation partner due to limited internal IT capacity.
• No structured approach for data migration and testing.
• Low user engagement, adoption and slow communication across the organisation.

This situation undermined confidence in the delivery and caused frustration within the teams. Deckers emphasises that business involvement was especially painful:

“Involving the entire organisation from the very beginning and making them co‑responsible for the project is crucial.”

Why PCS Innotec Chose Emixa

When selecting a partner, PCS Innotec deliberately looked beyond technical expertise. Trust, transparency and speed of action proved decisive.

As Group CFO Kristof Deckers highlights, the way of engaging played a vital role:

“One of the first things I look for in such a decision is a clear sense of urgency. The day after our first call, the Managing Director of Emixa Belgium and one of their most experienced consultants were already sitting at our table. They mostly listened to our problems and clearly explained how they could help us. But also what we shouldn’t expect.”

This open and pragmatic approach gave PCS Innotec confidence that Emixa not only understood their situation but was also willing to set realistic expectations. From the start, the focus was on listening, understanding and jointly defining how to regain control of the project.

How Emixa Contributed

Emixa was brought in to restore control, structure and trust. Not just by pushing for delivery, but by introducing sustainable ways of working.

The approach included:

• A structured Project Management framework.
• Clear roles and responsibilities between internal teams and external partners.
• Further development of robust yet pragmatic IT Service Management processes.
• Joint effort in defining and executing a well thought out data governance and migration strategy.
• Strong focus on change, training and key users.
• A structured testing methodology prior to go live.

The impact was quickly visible. Collaboration improved and the business became more actively engaged.

“Roles and responsibilities became clearer, which had a positive impact on timing, quality and cost.”

Results

Thanks to this people‑centric and structured approach:

• The project was delivered on time, on budget and with the expected quality.
• IT incidents decreased because root causes were adressed structurally.
• Change Management was embedded with a clear business case.
• High data quality was ensured.
• The system was thoroughly tested and approved before go-live.
• Confidence and adoption across the organisation increased.

PCS Innotec evolved from a reactive situation to a controlled, future-proof IT environment.

Emixa's Role

Throughout the entire project, Emixa acted as:

• Trusted Advisor.
• Lead for Project Management and governance.
• Partner for change and adoption.

With expertise in IT management, project recovery, testing, data migration and change management, Emixa helped PCS Innotec not only stabilise the project but also build a strong foundation for sustainable growth.