Overview creates planning reliability
User report from Klinikum Nuremberg
Klinikum Nuremberg, with around 7,000 employees and approximately 2,200 beds at two locations in the north and south of Nuremberg, provides care for approximately 100,000 inpatients and 170,000 outpatients per year. Since 2006, the three hospitals in the Nuremberg region have also been part of Nuremberg Hospital. Further subsidiaries have been added in the meantime. A large hospital like Nuremberg Hospital enters into many contractual relationships - also between its subsidiaries. To maintain an overview here, we use the Projektron BCS contract management module.
With this size, it is obvious that a very large number of contractual relationships, including complex ones, exist and have to be managed. For example, with suppliers and subsidiaries, but also cooperation agreements with practices, other clinics and research institutions. In order to maintain an overview here, the legal department started looking for software to manage contracts.
Selection of Projektron BCS software
A recommendation from Städt. Klinikum München GmbH, which has been using Projektron BCS contract management since 2006, and a subsequent presentation at our company by Projektron convinced both the legal department and the information processing department of the contract management functions of Projektron BCS. We were particularly impressed by the flexibility and ease of customization. Obtaining alternative offers quickly made it clear that there was no better choice, even economically.
Deployment of Projektron BCS software
In 2009, the information processing department then began (re)recording the maintenance and service contracts it managed. By managing the contracts in Projektron BCS, we expected not only to have a better overview and thus easier processing of incoming invoices, but also to receive the planning budget for the following year at the push of a button.
At the end of 2009, all contracts with running costs were stored in Projektron BCS and were up to date; since 2014, this has applied to all IT contracts (hardware, software, services). The complex report, which determines the planning budget on the basis of the stored contract modalities, has been available since then, tested in detail, and was used for the first time for budget determination in 2011. Furthermore, there is a report to determine the financial obligations arising from the contracts.
In the meantime, several departments as well as the Nürnberger Land hospitals manage their contracts with Projektron BCS. It happens that several departments and subsidiaries are involved in one contract. To keep track of who bears the costs, who negotiates and manages the contract - the IT department manages the IT contracts for all subsidiaries - and who only uses it, new types were created for internal departments.
The automatic notifications of necessary renewals or termination dates, as well as the rapid availability of the contract modalities, the scanned contract text, and also the contact data of the internal and external contact persons, has led to a significant simplification of the work around the contracts and the IT hardware and software managed with them. Budget planning for the costs arising from contracts is completed in a comprehensible manner within two days.
Outlook
In the meantime, Projektron BCS is also used for project management. For example, the IT department uses tickets to process internal department orders from budget allocation to complete invoice settlement. In a pilot, a procedure is being developed to manage and document funded projects completely digitally in accordance with the guidelines of the funding authority. There are two challenges to be mastered: the link with SAP financial accounting and a uniform directory structure in the file repositories of tickets, tasks and contracts.
