Social service provider seeks company database

We are a social service provider in the field of vocational training and are looking for a company database to manage participants and an associated specific interface with the Federal Employment Agency.

The software must meet the following requirements:

Important

The database must be able to support the specific interface.

Sending and receiving messages

• Sending notifications
• Retrieving attendance records
• Transmission of certificates, evaluations, and training contracts
• Transmission of terminations
• Automated registration of participants and creation of measures
• Early transmission of attendance records if a participant leaves the measure before the regular end date
• When a new message is received, it should be displayed to the employee

An anonymization tool must be available, as data must be able to be anonymized in accordance with data protection guidelines. For example, data must be able to be anonymized in a way that complies with data protection regulations while still allowing queries, such as how many participants were in measure “Z” during the period XX.XX.2021–XX.XX.2021

Program participants must be stored in such a way that they can only be edited in the database by the instructors and social workers responsible for them (data protection guidelines, client module). Administrators or instructors can only view/edit participants within the scope of their duties and group permissions.

Execute payment runs for participants

Enable billing with clients

The software must support cross-location work

Technical specifications for both external and internal data storage solutions? If data is stored externally on a server, where is the server located (Germany)? How often is a backup created, and are there additional backup servers?

Cost structure (per active participant, per user, per concurrent user, with fixed licenses

The software should be accessible across locations.

How many users can access it in total, and how many simultaneously?

Creation of programs outside the Employment Agency (optional municipalities, Youth Welfare Office – Family Navigator, etc.)

Document management, document system, digital file, digital template. It should be possible to store a document in such a way that it can retrieve information from the database.

Is administrator training available?

Furthermore, the database must allow for the management and organization of clients. There are approximately 350 active participants in the database; each year, some leave while new participants join the system. After approximately 10 years of operation of the old database, the current data set totals 5,000 clients.

Can the old database be integrated into the new one?

Is it possible to import data - specifically, only active participants - from the old database into the “new database”?

Database queries must be possible in the form of billing, attendance, and evaluation to generate reports and statistics for the company, as well as for clients (Federal Employment Agency and local municipalities).

GDPR-compliant

Local installation or web-based (if cloud/data center, then the data must be hosted in Germany)

Optional

It should be possible to schedule appointments, tasks, and reminders (Alert list)

A task overview should be displayed

The company structure should be reflected in the software

Is it possible to integrate an operational database (external operations) into the system?

Is it possible to assign the same measure to multiple entries?

Training in the form of employee training, user training, and multiplier training

The software is intended for approximately 70 to 100 users.