DPS B.V.
Reference case DPS B.V. - From carve-out to Cloud: The IT transformation of DPS

Following the merger of DSM and Firmenich, now dsm-firmenich, the services of DSM Pension Services were separated from dsm firmenich at the end of 2022. The pension administration organization became an independent organization: DPS B.V.

This "carve-out" required a complete move, both physically and digitally from DPS. For the traditionally internal IT services that dsm-firmenich provided to DPS, this meant that they had to be transformed into an independent IT service, completely disconnected from dsm-firmenich, within the new independent DPS B.V. Information manager Lucien Kruchten of DPS was responsible for this IT migration. Together with project manager Erwin Papenborg of Valid, he successfully tackled this project: from carefully disconnecting existing systems, moving data and workstations, to redesigning the entire IT landscape, completely in the cloud. In this case, the IT transformation at DPS, Lucien explains what steps DPS took in terms of IT and shares some valuable tips.

Lucien indicates; within a year DPS B.V. had to operate completely independently. In order for this to run smoothly, we set up a number of streams. Think finance, communication, housing and IT. The IT transformation was the common thread here. Thanks to close cooperation with all internal streams and the IT guidance of project manager Erwin in particular, this complex transition was realized not only on time, but also with an eye on continuity and future-proofing.

The challenge: more than technology - users are central

The carve-out was not a purely technical operation. In addition to arranging networks, security, connectivity and the workplace itself, another challenge lay in user adoption. Employees had to get used to a completely new digital working environment and adopt it quickly. "Business and IT are coming closer and closer together. Almost all impactful business changes also have a large IT component. It is therefore important to pay enough attention to adoption," Lucien points out.

PIT ground
Figure 1

"The transition to independence was not only a technical challenge for us, but primarily an organizational one."

Lucien Kruchten Information manager DPS

The approach:

Based on previous positive experiences and affinity with IT-related projects, DPS deliberately chose a Valid project manager. Project manager Erwin played a key role in this. With his experience, seniority and eye for both people and technology, he led the transition. "Erwin immediately felt like a colleague of ours. He knew not only how to steer the project in terms of content, but also how to connect it to the organization," says Lucien. This included setting up an adoption approach, where employees were actively guided to embrace the new way of working. This included presentations, workshops and practical support. Lucien: "Such an adoption does not involve one training course, but a well thought-out approach so that you keep everyone on board. Erwin had a keen eye for this and included everyone in the process."

The implementation: adoption, ownership and peace in the workplace

Good preparation is half the battle, something that in project management is mainly reflected in planning and governance of the project. DPS B.V. relocated to its own office in Sittard, fully equipped with all modern IT facilities: fiberglass, telephony, WiFi, digital meeting facilities, printers, new laptops equipped with all the necessary applications, and the reintegration of all business applications. Despite the tight timeline, employees were able to work virtually undisturbed. Nevertheless, there were also learning points. For example, communication with external parties required a lot of attention. Some old email addresses were still being used here and there by external parties. Lucien: "My tip to others: regulate this tightly and appoint someone to monitor the process."

Building further on a stable foundation

By focusing on the end user from the beginning, fine-tuning technical choices and taking adoption seriously, DPS kept a grip on the change. The careful approach, in close cooperation with suppliers, laid the foundation for a stable and future-proof IT environment. The project delivered a solid foundation on which DPS can continue to build independently, with a grip on its own processes, security and scalability so they are ready for the future.

About DPS B.V.

DPS B.V. is the integral service provider for pension funds. DPS supports pension fund boards and advises them on asset management, actuarial, pension and communication, risk management and audit. In addition, DPS performs pension administration and participant communication for the funds. DPS also has its own asset management which includes fiduciary management, fiduciary management and portfolio management.

DPS does all this with about 75 colleagues. DPS B.V. has Pensioenfonds PDN and Stichting Pensioenfonds SABIC as clients, and administers the pension plan for some 25 employers affiliated with these funds.

The shares of DPS are wholly owned by PDN Pension Fund.