For further optimization and digitization of administrative processes, the introduction of a document management system (DMS) is planned, which also includes a workflow component. Different people are regularly involved in the existing workflows of the different business processes. The processing of the individual sub-steps can be carried out both independently of location and time. At the latest the last 2 years have shown that efficient location- and time-independent work is only possible with a digital basis.
The system to be offered is intended to take over electronic archiving, document and workflow management and combine them into an innovative, sustainable and, above all, holistic system of enterprise content management (ECM).
1 Introduction:
The Leibniz Centre for Agricultural Landscape Research (ZALF) e.V. in Müncheberg is an institution of the Leibniz Association. With around 420 employees and an annual budget of around 30 million euros, ZALF researches the economically, ecologically and socially sustainable agriculture of the future - together with actors from science, politics and practice.
For further optimization and digitization of administrative processes, the introduction of a document management system (DMS) is planned, which also includes a workflow component. Different people are regularly involved in the existing workflows of the different business processes. The processing of the individual sub-steps can be carried out both independently of location and time. At the latest the last 2 years have shown that efficient location- and time-independent work is only possible with a digital basis.
The system to be offered is intended to take over electronic archiving, document and workflow management and combine them into an innovative, sustainable and, above all, holistic system of enterprise content management (ECM). In doing so:
- all software components necessary for simple processing, structured administration and audit-proof and legally compliant archiving of documents in eFiles are included,
- the existing interfaces enable a complete integration of the system into the current process and application diversity of the existing system landscape of ZALF.
What is required is a system that offers the user the highest degree of intuitive user-friendliness, as well as technology and investment security as well as expandability and accessibility.
The DMS is intended to form the basis for future digitization activities of ZALF. The process for digitization is designed for the long term. The first phase of the project, which is the subject of this service description, deals with the basic introduction of a DMS, the implementation of the first workflows in the course of the digital inbox and a legally compliant archiving of documents. The following focus is to be implemented by Q2 2024 at the latest:
- Digital inbox
Upon successful completion of this project phase, further focal points will be implemented with the DMS at a later date:
- Rechnungsverarbeitung
- Digital procurement process
- eFile Employees
- Ressourcenverwaltung
- project management
The implementation of these focal points is not part of this service description. However, since the DMS forms the basis for further digitization activities, it must be ensured that the system offered is already able to implement these focal points today.