We are a large aid organization providing inpatient and outpatient care for the elderly, counseling services, internal services (administration, human resources, accounting, etc.), and business services for external social welfare institutions. For our Controlling department, we are looking for a tailor-made software solution that meets the multiple requirements of our association and its services.
The aim is to obtain detailed information on each service and area (cost centers, cost groups, facilities, departments, etc.), prepare relevant data for decision-making scenarios, and provide meaningful reports with key figures (including graphs) for planning, management, and control to the various decision-makers and departments. The controlling software should also support decision-making and verify the effectiveness of measures taken.
Basically, the new software should meet the various requirements while simplifying and reducing work processes and times. Therefore, a high degree of automation (data transfer, standard reports, etc.) should be provided.
The following requirements for the controlling software were identified:
a) Basic requirements
- Planning/projection
- Planning on an annual/monthly/weekly basis, if applicable
- Planning cost types, cost centers, services
- Planning for several years (number of planning years)
- Previous year's values as a basis for planning
- Planning scenarios
- Plan allocations (allocation structure in cost accounting?
- Comment on planning entries
- Planning of balance sheet items
- Detailed plans (financial and liquidity planning, sales planning, personnel (position) planning (with personnel capacities and personnel costs), investment planning (loan/interest and repayment planning, calculation of linear depreciation, etc.)
- Liquidity planning/monitoring (rolling liquidity monitoring, loans and loan installments, etc.)
- Rolling planning
- Qualitative plan projection possible (forecast)
- Reports / analyses / evaluations
- Plan/actual comparison (current year by month, quarter, half-year, year total, also by week if necessary, multi-year comparison, cost centers, cost types, groups, data types, etc.)
- Contribution margin analyses
- Scenario analyses (plan data)
- Key figure analysis
- Reports (docx, xlsx, pdf, ppt, etc.)
- Ad hoc evaluations
- Multidimensional evaluations (OLAP, etc.)
- Graphical evaluations
- Cockpit/dashboard
- Comments on reports
- Data transfer/maintenance
- Data import/export (ETL tool, interface generator)
- Formats Excel, CSV, TXT, Access, SQL Server
- Import from previous systems
- Standard interfaces to financial accounting, MS Office, etc.
- Manual entry of planned/actual data
- Master data management
- Performance data collection/transfer
- Software structure
- Multi-client capability
- Consolidation capability
- Hierarchization of cost centers and cost types
- Structural and product costs (cost types according to structural/product costs, flexible marginal costing
- Monthly and cumulative values Plan/actual
- Profit center accounting
- OLAP analysis technology
- Data processing
- Subsidy monitoring, appointment reminders
- Multi-level contribution margin accounting
- Key figure calculation
- Calculation
- Personnel controlling (VB values)
- User rights management (read/write/delete permissions, etc.)
- User profile management
- Network capability
- Multi-user capability
- Data backup/backup function
- Client-server solution
- Database
- Web-based (input masks, evaluations/reports should also be made available web-based
- Context-sensitive help, system-controlled user guidance (wizard)
b) Specific requirements
- Healthcare and elderly care
- Inpatient nursing homes
- Staff allocation (according to LQV), staffing ratios according to cost centers and care levels and comparison with LQV specifications, attendance days, calculation day = occupancy, external services in VK with key, material costs/personnel costs
- Statistics (age of employees, residents (average age), deaths, new admissions for various services such as short-term care, VHP, care
- Kitchen controlling, target/actual comparison, kitchen cost of goods
- Reports/key figures (results, evaluations, coverage)
- Social services (contribution margins, personnel expenses, average personnel costs per full-time equivalent productive team, transfer of services and times from invoicing and duty roster)
- Meals on wheels (offer calculation, post-calculation, cost unit and income statement)
- Day care (personnel controlling, personnel target/actual comparison according to LQV, according to attendance/calculation days, care level, external services, etc.
- Family and social affairs
- Mental health counseling center (performance data, consultations, clients, etc.)
- Social services (service data, consultations, clients, etc.)
- Debt counseling (number of cases, service data)
- Hospice (number of cases, manual entry via Excel)
- Early family support (number of cases)
- Counseling centers (client data: statistics/evaluations of contacts, place of residence, age, gender, number of consultations, duration, types, etc.)
- Management, committees, internal services
- Committee and management level (reports with key figures, data compiled from balance sheet, business plan, income statement, etc.)
- Management, accounting
- Budget/budget/target-actual comparison
- Projection for the year (qualified forecast)
- Contribution margin calculations
- Liquidity planning
- Consolidated balance sheet for multiple clients, income statement
- Proof of use
- Advance sales tax return
- Human resources
- Employee nationalities
- Employee religions
- New hires/employees who have left the company
- Employees on leave; sick leave, maternity leave
- Full-time employment statistics
- Personnel controlling
- Evaluations by occupational groups
- Calculation scheme Remuneration negotiations/care rate negotiations
- Personnel controlling, employee age, employee gender, employee place of residence, employee religion
- Sick days, sick hours
- Overtime hours, with comparisons to previous years
- Birthday list, honors, anniversaries
- Calculation of provisions (overtime, remaining vacation, etc.)
Our existing IT server structure is (or will be) equipped with the following software:
- Windows Server 2012 R2 Datacenter
- Windows SQL Server 2008 (2012 planned)
- Windows Exchange Server 2016 Enterprise CAL
- Windows 2012 R2 RDS CAL
- Windows Exchange Server 2016 Enterprise
- Microsoft Office 2016 Standard
A key objective is to standardize workflows that run at different levels and in different areas. Multiple execution of a process or redundant data management in different areas should be avoided as a matter of principle. Detailed specifications are available and can be requested via SoftGuide.
Approximately 3-5 software workstations are planned.