The subject of the invitation to tender is the introduction of an ERP solution (enterprise resource planning) at gematik, which to the greatest possible extent already offers preconfigured, standardized, industry-typical functions and business processes that are suitable for meeting the requirements of gematik. All (technical) requirements for the system and the modules used are therefore to be realized with standard functionalities (parameterization, ie implementation of better practices instead of individual development), in order to ensure maintainability of the system.

The ERP solution will support all commercial tasks and processes safely, functionally and future-oriented. In addition or integrated in the ERP system, a PMS (Personnel Management System) and a CRM system (Customer Relationship Management System) are subject of the order.

The services to be provided (introduction of an ERP solution) include all the modules required for the introduction and operation of the solution, as well as the services to be provided, in particular the conceptual design, the system delivery, the migration and implementation and the specific adaptation of the solution and the securing of the solution System operation for at least 4 years. Likewise, the scope of services includes the preparation of system and user documentation, corresponding training documents and the implementation of all necessary training in the context of system implementation.

The system should support the following topics and related workflows and digitize them as much as possible:

- financial accounting, asset accounting, annual financial statements (HGB),

- Purchase of all goods and services required in the company (including procurements for complex IT projects in connection with the establishment and operation of the telematics infrastructure (TI)) as well as administration of the associated contracts in a contract management,

- Controlling (budget planning, calculation of co-payments according to the cameralistic aspects, budget management, delta explanation (plan values vs. actual), cost center accounting, reports),

- processes in administrative licensing procedures (especially the preparation of fee notices including billing with extended requirements compared to the invoice),

- PMS (Personnel Management System) including travel expenses,

- CRM (Customer Relationship Management).

Basically, the requirements placed on the ERP system should be met in the standard version of the offered software. Adjustments and extensions in the sense of an individual programming (modification) for the fulfillment of the contractual obligations should be avoided as far as possible.

The commissioning of the system (in case of phased introduction: the core system) should preferably be carried out 14 weeks after contract or earlier. The core system must include at least the following functionalities:

- Financial accounting including accounts receivable and accounts payable,

- asset accounting,

- Financial Statements (HGB),

- the processes in the field of budget planning / controlling *,

- the procurement process incl. Purchase invoice processing (purchase-to-pay) *,

- Personnel management (at least HR master data management and establishment plan).

The introduction of the functionalities marked with * can be carried out at a later stage if it is ensured that in the meantime (until the implementation of the processes Budgeting / Controlling) the actual postings of the individual requirements with the respective plan IDs from the financial accounting be transferred to the budget planning.

A phased introduction means the sequential introduction of individual, separately executable modules or functionalities of the overall system / software.

In the case of a phase-by-phase introduction, at least with regard to the implementation of the topic "Financial accounting, fixed assets accounting, annual financial statements (HGB)", ensure that the implementation of the corresponding functionalities takes place before the turn of the year, so that the annual financial statements beginning from the beginning of 2020 will have no or only a minimal delay arises in the overall project.

Incidentally, among other things, the following objectives apply:

- Implementation of a solution with best practice approaches in the standard processes (especially purchase-to-pay, period and annual accounts and also in asset accounting),

Possibility of implementing gematik specifics, mainly by appropriate customizing of the standard solution by means of parameterization or configuration,

- GoBD-compliant document management system,

- Implementation of new (DSGVO) or feasibility of future (XRechnung, Tax Compliance Management System etc.) legal requirements,

- professional user support.