Germany – Software-related services – GSE; Einführung einer HR-Software bei der GSE gGmbH

The GSE gGmbH (Gesellschaft für Soziale Dienstleistungen Essen; hereinafter "Contracting Authority") is a non-profit company based in Essen that has been providing a wide range of social services for over 140 years. As a community institution under the auspices of the City of Essen and the major welfare associations, the Contracting Authority is committed to the care, support, and social inclusion of people in special life situations. The Contracting Authority's range of services includes inpatient and outpatient care for seniors, differentiated living and care options for people with mental illnesses or intellectual disabilities, and various forms of assistance for homeless or homelessness-threatened people. In addition, the Contracting Authority operates recognised workshops for people with disabilities at several locations in Essen. With around 1,300 qualified employees in the various social institutions, the Contracting Authority currently cares for approximately 1,200 residents in its care and nursing facilities and around 1,600 people with disabilities in the workshops. The broad range of expertise and close networking with local and social partners enable the Contracting Authority to respond individually to the needs of the people it cares for and to ensure tailored, appreciative support. With its strategy "Year 2030," the Contracting Authority pursues a long-term vision for the comprehensive modernisation and digitalisation of internal structures, processes, and technical systems. The goal is to transfer all business areas into a future-proof IT landscape. This strategic orientation forms the basis for a high-performance, transparent, and service-oriented organisation that sustainably meets the increasing professional, legal, and technological requirements. A central project within this digital strategy is the replacement of the currently used ERP system. The currently used SAP version, on which the business processes of the GSE are based, is discontinued at the end of 2027 and thus represents a prioritised reason for action. The modules FI (Financial Accounting), CO (Controlling), and HCM (Human Capital Management / Personnel) used form essential functions in the commercial and personnel core processes of the organisation and are deeply embedded in the organisational processes. Within the realignment, the central focus in the HR area is on payroll accounting as the prioritised core process. At the same time, the GSE aims to consider the new HR solution holistically and to map as many personnel processes as possible in an integrated system in the long term. This includes, but is not limited to, personnel administration, applicant management, personnel development, and functions of further training. With this holistic approach, the Contracting Authority aims to gradually reduce or completely replace existing "satellite systems" in the HR area. The aim is to avoid media discontinuities, eliminate redundant data storage, ensure data quality and currency, and increase transparency in all HR processes. At the same time, a consistent system landscape creates the basis for providing meaningful HR analyses and personnel key figures that the personnel management can use for the sustainable development of the company. The necessary system migration in the personnel management area is therefore of high importance not only from a technological point of view but also from an operational strategic perspective. In addition to ensuring system operation beyond 2027, there is an opportunity to standardise processes, improve user-friendliness, and enhance integration with other IT components during the transition. Therefore, the selection and introduction of a new holistic HR solution represents one of the prioritised key projects within the strategic overall development of the Contracting Authority by 2030. The concrete goal of the project is the selection and introduction of a holistic, future-proof personnel management software. With the new solution, the HR processes of the Contracting Authority are to be made more efficient, transparent, and user-friendly. The software supports the personnel management and other stakeholders in automating administrative tasks, improving data quality, and making strategic decisions based on a solid information base. The digital mapping and support of all core processes of the personnel department are at the centre. Existing media discontinuities and redundant data storage are to be avoided with the new solution, transparency in HR processes is to be increased, and compliance with data protection and compliance requirements is to be ensured. In addition, the central system support creates the opportunity to evaluate HR data in a targeted manner and thus improve the strategic control of the organisation. The central goals can be summarised as follows: 1. Introduction of an HR software 2. Digital support of all essential HR processes 3. Increased automation of routine tasks and standardisation of processes 4. Increased transparency, data quality, and reporting capabilities 5. Ensuring data protection, data security, and compliance 6. Supporting strategic corporate management through sound analyses and key figures 7. Establishment of a structured and efficient support model. Further information can be found in the tender documents.