Germany – Software-related services – GSE; Einführung eines IT-Systems für das Rechnungswesen und Controlling 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 integration of people in special life situations. The Contracting Authority's range of services includes stationary and ambulatory care services for senior women and men, differentiated housing and care forms for people with mental illnesses or intellectual disabilities, and a variety of aids for homeless or homelessness-threatened persons. In addition, the Contracting Authority operates several recognised workshops for people with disabilities at various locations in Essen. These offer both individual support and a wide range of work and qualification opportunities in areas such as assembly, gardening and landscaping, household management, printing and digitalisation, warehouse logistics, recycling or bicycle technology. 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 specialist expertise and close networking with municipal 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 its internal structures, processes and technical systems. The aim 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 specialist, 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 call to action. The modules FI (Financial Accounting), CO (Controlling) and HCM (Human Capital Management / Personnel) used form essential functions in the commercial and personnel-related core processes of the organisation and are deeply embedded in the organisational processes. The implementation of the project is therefore not carried out in isolation, but is closely linked to further strategic projects. This includes the replacement of SAP HCM and the associated introduction of a new and modern personnel management solution, which requires close integration with financial accounting, particularly for salary and social security deductions. Another prioritised project is the introduction of a document management system (DMS) for the electronic processing of incoming invoices. The DMS is to be rolled out throughout the company and established as a central platform for digital document management. The aim is to provide a uniform, audit-proof and media-break-free document base for all specialist departments and systems. The necessity for system migration is therefore of high importance not only technologically, but also operationally. In addition to ensuring the continued operation of the system after 2027, the expectation is that processes will be standardised, user-friendliness will be increased and integration with other IT components will be improved as part of the conversion. The selection, planning and introduction of a solution is therefore one of the prioritised key projects within the strategic overall development of the Contracting Authority by 2030. The subject of this tender is the introduction of a modern, future-proof accounting and controlling solution, with which all core processes currently mapped in the system can be efficiently mapped and supported. The current SAP system (with the modules FI and CO) covers the basic requirements, but is facing obsolescence in terms of the manufacturer's product strategy: Support for the version used has been discontinued by SAP as of 01.01.2028. This means that from this point on, no regular maintenance and support services will be provided, resulting in security, compliance and stability risks. The new solution should comprehensively meet the requirements of both accounting and controlling. At the same time, central business processes should be automated, designed to be media-break-free and brought into line with current regulatory and technological requirements. The central objectives can be summarised as follows: 1. Introduction of software for accounting and controlling 2. Digital support of all essential financial accounting and controlling processes 3. Increased automation of routine tasks and standardisation of processes 4. Improvement of transparency, data quality and reporting capabilities 5. Ensuring data protection, data security and compliance 6. Support of strategic corporate management through sound analyses and key figures 7. Ensuring tenant capability 8. Establishment of a structured and efficient support model. Furthermore, reference is made to the tender documents.