We are a renowned global company specializing in the manufacture and distribution of machinery and equipment, and we are seeking software for our German branches to manage a type of supplemental health insurance plan that integrates with SAP HR.
We offer a type of supplemental health insurance to current, former, and external employees who are or were employed at our German locations. The budget for this insurance consists of monthly premium payments and financial contributions from our company.
To manage this “supplementary health insurance,” we are looking for software that functions similarly to association management software (members, payments, etc.). The key feature would be claim processing. Ideally, the processing of claims for benefits would be based on data from the member master record as well as freely definable calculation tables and formulas.
We have the following requirements for the solution we are seeking:
Specifically, the following functions are required:
| Function |
Scope of current software |
Requirements for future software |
|
Member master data |
||
|
Search function and data filters |
Limited availability |
Prio 1 in an expanded form |
|
Hierarchical views by groups, divisions, categories |
N/A | Prio 1 |
|
Create and save custom tabular views |
N/A | Prio 3 |
|
Direct access to form letters, Excel export, and bulk emails |
N/A | Prio 2 |
|
Summary of families with a single payer |
N/A | Prio 1 |
|
Assign and display member photo |
N/A | - |
|
Any number of divisions and dues |
N/A |
If categorized by service group, then possibly |
|
Payment terms for invoices, direct debits, cash payments |
Yes | Prio 1 |
|
Custom data fields with field type settings (text, numeric, date, and list) |
N/A | Prio 1 |
|
View of open items and follow-up directly in the member master |
N/A | Prio 1 |
|
Reactivation of returning members from the member archive |
Yes | Prio 1 |
|
Management of SEPA mandates for direct debits |
Yes | Prio 1 |
| SEPA 3.0 | - | - |
|
Divisions / Departments |
||
|
Grouping of divisions and hierarchical display |
N/A | Prio 1; Display of members, e.g., active employees, retirees, job pool, leasing |
| Contacts (external addresses) | ||
|
Address, phone numbers, email address, bank details |
Yes partially | Yes partially |
|
Export to Excel, form letters with Word or TextMaker |
N/A | Yes |
|
Processing programs |
||
|
Calculation of membership dues with filtering by division, member, time period, and payment method |
- | - |
|
Calendar-based precise membership fee calculation taking into account join and leave dates as well as fee-free periods |
- | - |
|
Billing (invoicing) with invoice printing, DTAUS and SEPA XML files for direct debits |
Yes | Yes |
|
Reports such as cash payment list, outgoing invoice ledger, and direct debit list |
- | - |
|
Open items with due dates and posting notes |
- | - |
|
Calendar with various calendar views and reminder function |
N/A | Yes |
|
Reminder as a background process reminds of deadlines, even if GLS Vereinsmeister is not running |
N/A | Yes |
|
Correspondence |
||
|
Create and print form letters (optionally with automatic transfer to Word or. TextMaker) |
N/A | Yes |
| Create individual and bulk emails and send them directly to the mail server | N/A | Yes |
|
Financial Accounting |
||
|
Interactive posting with automatic determination of tax entries and automatic posting of payments for open items |
Yes | Yes |
|
Free definition of the chart of accounts |
Yes | Yes |
|
Import of accounts from the included DoSB chart of accounts |
Yes | Yes |
|
Balance lists, posting and account journals, income statement |
Yes | Yes |
|
Report designer for account and posting journals |
N/A | Yes |
|
Periodic closing (year-end closing) with transfer of balances to the following posting period |
Yes manually | Yes |
|
Double-entry bookkeeping |
- | - |
|
Advance sales tax return via Elster |
- | - |
| Online banking | ||
|
Various authentication methods (PIN/TAN, mobile TAN, Smart-TAN, etc.) |
Yes | Yes |
|
Outbox for payment orders |
- | - |
|
Submit contribution billing online as collective direct debits |
Yes | Yes |
|
Retrieve, view, and print account transactions |
Yes | Yes |
|
Post account transactions directly to financial accounting |
Yes | Yes |
|
Manually enter transfers and direct debits |
Yes | Yes |
|
Combine payment orders into batches |
Yes | Yes |
| SEPA transfers and SEPA direct debits (*2) | Yes | Yes |
|
Processing of claims for reimbursement for members |
||
|
Definition of calculation formulas for determining case-specific reimbursement amounts |
Yes | Yes |
|
Definition of tax parameters and thresholds for calculating reimbursement amounts |
Yes | Yes |
|
Input screen for reimbursement services requested by the member |
Yes | Yes |
|
Calculation of maximum reimbursement amounts per reimbursement item |
Yes | Yes |
|
Determination of reimbursement “accounts” |
Yes | Yes |
|
Linking reimbursement requests to PDF documents |
N/A | - |
|
Approval process/workflow for calculated requests |
N/A | - |
|
Automated communication with the applicant in case of incomplete documentation or unresolved issues |
N/A | - |
|
Information letter to the applicant regarding approved reimbursement benefits |
N/A | - |
|
Transfer of the approved reimbursement amount as a total to accounting for processing the payment |
- | - |
|
Analyses and reports for evaluating approved/posted reimbursement contributions |
N/A | Yes |
|
Lists and evaluations |
||
|
Division and group lists |
N/A | Yes |
|
Member archive (resigned members can be archived) |
N/A | Yes |
|
Member statistics (by age group, birth year, club affiliation) |
N/A | Yes |
|
Export of reports as PDF, HTML, XLS (Excel), RTF (Word), XML, JPG, and various other formats |
N/A | Yes |
|
Other system and convenience functions |
||
|
Management of users and roles with permissions for different program modules |
N/A | Yes |
|
Selection of various designs for the program interface (themes) |
N/A | - |
|
Integrated data dictionary with meaningful field names (e.g., in the report designer, data filters) |
N/A | - |
|
Data import from GLS VMeister V 5.x (master and transaction data except financial accounting) |
N/A | - |
|
Data backup and restoration |
Yes | Yes |
|
Integration (data export, mail merges) with MS Office and SoftMaker Office |
N/A | Yes |
|
DATEV interface (financial accounting reports sent directly to your tax advisor) |
- | - |
|
Multi-user operation on a network (LAN) |
N/A | Yes |
| MS SQL Server 2008 (including the free Express version) as database server | - | - |
|
Other versions (2005, 2012) supported, but upon request |
- | - |
|
MySQL 5.x as database server (Linux/Windows) |
- | - |
| PostgreSQL 9.x as database server (Linux/Windows) | - | - |
|
Multi-user operation with an Internet database server (e.g., via VPN) |
- | - |
|
Documents: You have the option to assign electronic documents of all types and formats to your members and contacts, |
- | Yes |
|
Help and Support |
||
| Integrated online help and printed manual included | Yes | Yes |
|
Regular updates available for download |
N/A | Yes |
|
Free support forum |
Yes and no | Yes |
| Free hotline (landline charges only) | - | - |
|
Remote maintenance |
- | - |
|
Training |
- | - |
|
Compatible with Windows Vista (32-bit, 64-bit), Windows 7 (32-bit, 64-bit), Windows 8/8.1 (32-bit, 64-bit), Windows 10 (32-bit, 64-bit) |
Yes | Yes |
|
Single-user licenses included in the basic package (when used by an association) |
- | - |
The current application is operated by one person; however, in view of a future increase in membership and the resulting higher volume of applications, a potential client-server architecture supporting 2–5 workstations should be supported.
Notes from SoftGuide:
1. The interface to SAP HR would only be read-only (not writeable).
2. It is rather unlikely that we will find a perfectly fitting solution for this project. Therefore, we are also seeking alternative approaches for this client:
| Project statistics | Quantity |
|---|---|
| Selected solutions from our thematically relevant pool (1,660) | 10 |
| Solutions with high relevance according to corresponding feedback | 3 |
| Communication between SoftGuide and providers (emails, telephone) | 22 |