Integrated digitalisation of an opera and symphony foundation with Opera ERP
A large opera and symphony foundation connects productions, staff, attendance, access control and documents in a single ecosystem built on Opera ERP.
The client
A large Italian opera and symphony foundation with a complex organisational structure and highly diverse processes. Its activities involve administrative and technical staff, orchestra, chorus, collaborators and external professionals, each with specific needs for planning, working hours, contracts and administrative obligations.
An organisation of this kind requires continuous coordination between artistic direction, production, administration, human resources and operational departments.
Key results
- Information shared across departments
- Less fragmentation of the information system
- Coordination of artistic, operational and administrative activities
The starting point
Over time the organisation had adopted a range of IT tools to support individual operational areas, which led to a progressive fragmentation of its information system.
The main need was to move to a single management system, connecting departments that used different procedures, databases and tools.
With artistic programming, production, staff and administration closely interdependent, consistent and shared information was essential to improve coordination between areas.
Key challenges
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01
Fragmented systems and information
Departments used separate procedures and archives. The access control system also had its own employee and visitor records, not integrated with the attendance system.
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02
Complex artistic planning
Productions, rehearsals, performances, staff, spaces and resources must be coordinated within a schedule subject to change. A single change can affect several departments at once.
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03
Differentiated staff rules
Administrative staff, technicians, répétiteurs, chorus and orchestra follow different rules for hours and attendance, requiring configuration, data migration and customised calculations.
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04
Processes spread across offices
Information, documents and authorisations passed through several departments, calling for more data sharing and fewer intermediate steps.
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05
Attendance and access to upgrade
The magnetic badge system needed to evolve towards RFID/MIFARE terminals and new integrated devices for attendance and access control.
The solution
Labinf Sistemi supported the Foundation through a multi-year digitalisation and process integration programme, working progressively across the different areas of the organisation.
The project went beyond replacing a single application: it built an ecosystem in which artistic activities, planning, staff, administration and documents share information and processes. The modular approach made it possible to extend the system as new needs emerged over time.
Areas covered
- Production and activity planning
- Artistic direction
- Staff, working hours and attendance
- Access control
- Administration and accounting
- Management control
- Document management and registry
- Fees and collaborations
- Recruiting and selection
- Authorisation processes
- Integration with institutional platforms
At the core is Opera ERP, the Labinf Sistemi platform developed for theatres, opera and symphony foundations and cultural institutions, progressively complemented by components for document management, attendance, access control and other integrations within a common information structure.
From processes to infrastructure
The transformation also extended beyond the management system, for example to attendance recording and access control.
The new system is designed to be natively integrated with staff management and to progressively replace magnetic badges with RFID/MIFARE devices. The technological upgrade of the infrastructure thus remains linked to organisational processes and to the data already held in the management system.
The benefits
- Information shared across departments
- Less fragmentation of the information system
- Coordination of artistic, operational and administrative activities
- Structured management of staff, hours, attendance and access
- Fewer intermediate steps between offices and applications
- Greater traceability of processes and documents
- Easier access to information for authorised users
- Greater interoperability between applications and infrastructure
- System extendable with new modules and integrations
The result is a coordinated information system in which each department keeps its own specific features while sharing common data and processes.
In short
The Foundation has moved beyond a model based on separate systems and processes, building an ecosystem that connects its artistic, organisational and administrative dimensions. An essential approach in a sector where people, activities, spaces and resources must be coordinated continuously.
