The main areas of responsibility to be worked on are:

- Introduction of digital file management (e-file)

- Introduction of contract management

- Digitalization of the purchase-to-pay process

- Digitisation of personnel files and personnel processes

The goal is to optimize and meaningfully digitize the processes. For this reason, a workflow management system/document management system (DMS) is to be selected and implemented as the basis for a holistic digital way of working.

In addition to meeting legal requirements (compliance), increasing efficiency associated with digital transformation and improving transparency, there are two main goals:

The system is intended to serve as an archive system for the implementation of internal processes (workflow functionality) and to standardize the filing practice within the teams in dealing with digital documents (e-file process).

The purchase-to-pay process as well as the digital personnel file and personnel processes are initially to be mapped in the system. In the medium term, the system will also be used in other areas. However, these are not intended to be part of the service advertised here.

The creation of the overall system includes, among other things, the complete delivery of the software for the system as well as the achievement of operational readiness. In particular, this requires the installation and integration of the system into the KBK system environment in accordance with the underlying documents, the development of interfaces and individual system adaptations (customizing). Technically, the system will be operated on KBK servers and the licenses for this will also be purchased. However, the operation is to be provided by the contractor in the sense of "Software as a Service". This means that installations, updates, backups, etc. are to be carried out by the contractor.

In the context of the provision of services until acceptance of the agreed services, the Contractor shall in particular assume:

- the provision of the standard software on a permanent basis (sale),

- the creation of the overall system and the establishment of operational readiness, including, inter alia:

- the initial installation,

- the necessary customizing,

- the initial configuration as well as

- the integration of the system into the existing IT infrastructure.

- (participation in) detailed conception (including appropriate documentation) and implementation of the initial application areas,

- Participation in the preparation of procedural documentation in accordance with the GOBD (in this case in the delivery of documents to the system),

- the delivery of all technical documentation such as interface descriptions or backup documentation,

- the implementation of training courses, including the provision of appropriate training documents and user documentation.

The services listed below are incurred after acceptance of the above-mentioned services:

- the implementation of system service/support and system maintenance,

- Carrying out backups and updates during operation,

- If necessary, the further development and adaptation of the overall system, and

- other services.

In the first stage of expansion, around 250 users will have access to the system. In addition, there is the simultaneous access of an average of 10 external users. The goal is for around 450 users to have access to the system in the final expansion stage. There will be users who use the system on a daily basis to carry out their business tasks as well as users who only need access occasionally (e.g. to approve invoices).