We are a non-profit foundation based in northern Germany and are looking for documentation software (documentation and evaluation) for our purposes. We operate in the field of early intervention in healthcare and provide help and support to pregnant women and families around the time of birth. The introduction of the new documentation software is intended to achieve the following goals:
- Mapping of processes
- To support documentation, the process steps of the existing program are to be mapped in the software.
- Mapping of key tasks within the program and their interconnection.
- Evaluations
- Provision of defined evaluations or clean raw data for the creation of evaluations.
- Avoidance of media discontinuity
- General usability and availability of documentation throughout the program. (in accordance with the authorization concept)
- Support for media-break-free client documentation and management
- Cooperation and data protection/information security
- Implementation of an efficient, effective, and detailed authorization concept
- Detailed breakdown of access, entry, and editing authorizations down to the client level
- IT landscape
- Integration into the existing IT landscape
- Employee competence
- Enabling employees to work with the program
The software should meet the following requirements:
- Digitization of documents, including
- Paper mail should be digitized using a suitable process and made available electronically for further processing.
- Various inboxes
- Documents received in a central inbox should be linkable to an individual keyword mask that allows the relevant metadata to be captured
- Based on the metadata, incoming mail (documents) should be automatically moved to other group or employee mailboxes
- There should be statistical analysis and reporting.
- The owners of inbox folders should be informed about incoming mail by email and/or via a “dashboard” (after logging into the software product).
- The information procedure should be customizable and analyzable both individually by the user and administratively.
- Scanned documents should be automatically assigned to the respective client in the software.
- Search, including
- The search function should be located directly on the overview page.
- Full-text search function
- The results list should be displayed during input and continuously updated (“live search”).
- The search function should make search suggestions if there are few or no hits. This should help searchers improve their search strategy, especially in the case of typos.
- Electronic signature, including
- The provider should explain how the QES (in accordance with European Regulation) can be integrated into the software solution, how it works/is used, and which providers are suitable for signature creation (best practice).
- The program should be able to provide documents with a QES to confirm their authenticity (e.g., invoices, etc.).
- The QES should be attached to other electronic data or logically linked to it and serve for authentication.
- Evaluations and reporting, including
- Predefined routine evaluations should be stored.
- It should be possible to export all data stored in the software product into lists so that it can be further processed in MS Excel or in a BI tool.
- The search function should be used for evaluations and reports.
- Archiving (long-term archiving, legal retention periods)
- Digital work processes, including
- It should be possible to run the work processes defined by the client in the future as workflows within the system.
- Electronic forms and masks should be created—this should be possible using a form editor.
- It should be possible to map workflows that automatically branch depending on certain parameters (value limits, approval limits, etc.); in other words, it should be possible to process decision rules.
- A complete history of a workflow should be mapped and accessible (who made which decision and when).
- More on mapping work processes
- Recognition – evaluation of specific forms and direct reporting
- Clarification – implementation of clearing
- Planning – creation of a help and change plan
- Consulting and networking – steering towards tailor-made offers
- Accompaniment – monitoring of support services
- Conclusion – termination of support and cooperation
- Evaluation – transition effect, client satisfaction, further support needs
- Identification of a possible risk to the welfare of a child
- IT and information security / data protection, including
- The provider should explain the extent to which the requirements of the client's current information security guidelines are met.
- The program should take into account the relevant data protection regulations
- Migration, including
- Transfer of old data – the migration involves very large amounts of data (client files) that have already been produced and are stored in the current documentation software
- However, this requires complete documentation of the entire process (e.g., audit compliance) in order to be able to prove that everything that was to be migrated has been correctly migrated to the software product
- The migrated files should be marked as migrated in their metadata and labeled with the migration date.
- Interface, including
- Provide an option that can be integrated into the MS Office (and Office 365 in the future) environment and is easy to use from there to archive documents and emails in the software product and edit them in a version-supported manner.
- Provide a REST interface, a long-lasting interface for importing, exporting, and finding documents.
- There should be an (API) interface between the software and the respective information systems.
- Miscellaneous, including
- Should respond to user input at all times (no “freezing” of the user interface).
- Should give users the option to cancel ongoing processes.
- User rights management, appropriate assignment of permissions (admin, user, etc.)
- Multi-client capable
- Scalability – the provider must explain how the software can be scaled to other locations and facilities
- On-site installation (no cloud solution)
- Network-compatible
- Support for mobile devices
- Delivery, installation, and commissioning of the software by the provider
- Appropriate response times after fault reporting
- The option of training by the provider
- The option of remote maintenance must be offered
- The provider must be established on the market, be able to list three references with the relevant experience and sufficient creditworthiness, and be able to present a certificate of good standing from the financial and social security funds
- A software maintenance contract for a period of 60 months must be offered, which includes software updates, support, troubleshooting, and usage rights for new versions of the software.
Work is carried out in an MS Windows system landscape and virtualization environment.
Twenty-five software workstations are planned. Nationwide transfer would be possible, to up to 300 workstations.
Detailed specifications and, ideally, the evaluation sheet can be requested from SoftGuide if necessary.