KNOWING WHAT YOU WANT

TECHNICAL CONCEPTION AS KEY TO SUCCESS FOR A CUSTOMIZED IT-SUPPORT

Company / Industry
Ingolstadt Hospital / Healthcare

Service Portfolio
Medical competence, first-class care and individual support - at Klinikum Ingolstadt every patient is well taken care of. The best possible treatment and therapy is guaranteed by the nationally and internationally recognized physicians in the clinics, institutes and centers, as well as the in-patient clinics. The interdisciplinary cooperation of the various specialists enables comprehensive medical care and advice. Even in unpredictable emergencies, there is always a specialist on site and short transport routes increase comfort and quality.

Website
www.klinikum-ingolstadt.de

When an outdated software solution needs to be replaced, many companies hastily start an implementation project and then wonder why the new software does not meet their expectations. The Ingolstadt Hospital took the first step before this actually second one and thus laid the foundation for a future-ready HR information system.

A total of 22 clinics and institutes belong to the large Bavarian hospital. With more than 3,000 employees and 1,166 beds and therapy places, the hospital represents medical competence, first-class care and individual support. Nationwide, the Ingolstadt Hospital has established a reputation as a family-friendly and innovative company by introducing modern working time models. Ingolstadt's second largest employer also has an important position in the region as a training company, which trains young people in various medical professions in cooperation with the Ingolstadt Health Vocational Training Center.

In order to be able to meet the high demand for well-trained and competent personnel on the one hand, and to meet the needs of the employees on the other hand - four generations work together in the clinics and institutes - the Ingolstadt Clinic emphasizes lean and effective processes in HR. These should involve as little administrative effort as possible. "We had reached our software solution's limits, for example in the areas of e-recruiting or training management," explains Renate Frischkorn, head of the Human Resources, IT and Organization department. Thus, the existing IT solution is to be replaced step by step by SAP and extended by additional HR processes and functions. Moreover, the clinic considers it important to be provided with holistic, integrative IT support. Since SAP is already being in use in Controlling, Materials Management and Finance, this new software solution is to be realized accordingly by means of SAP ERP Human Capital Management (HCM).

Workshops mit Iterationsstufen

Frischkorn and her team, however, do not want to be restricted by the exclusive use of standard SAP functions - wherever possible, the software must be adapted to the established HR processes. They are also looking for innovative solutions to meet the high demands of HR management. The Ingolstadt Hospital therefore initially began by using an interdisciplinary approach to survey and fully document the requirements that both HR and IT employees have of SAP within the framework of a functional specification. In search of a competent partner with relevant experience in this area, the choice was made in favor of projekt0708 GmbH. The specialist for SAP ERP Human Capital Management from Munich has already supported and designed comparable concepts for several companies in the health care industry.

The Ingolstadt Hospital's so-called Business Blueprint describes the requirements of the processes to be implemented on SAP. Hence, a workshop series was scheduled in which the requirements were determined and documented in different iteration stages on the basis of questionnaires developed by projekt0708. "It was important to us that projekt0708 had a common thread and guided us through the creation of the technical concept," says Frischkorn. Thus, our process requirements were compared with the SAP standard's service scope and the deltas were identified.

STANDARD, CUSTOMIZED OR 3RD-PARTY SOLUTION

„THE WORKSHOPS HAVE GIVEN US INTENSIVE TRAINING IN SAP SO WE ARE ABLE TO OPERATE ON THE SAME LEVEL AS POTENTIAL SERVICE MANAGERS.”

RENATE FRISCHKORN, HEAD OF THE HR, IT AND ORGANIZATION DEPARTMENT

Within this Business Blueprint, the decision could now be made as to whether the SAP standard scope of functions is sufficient to map their processes, whether it should be adapted or extended, or whether a so-called 3rd party solution as an "add-on" supplementing the SAP standard is the best way forward for the hospital. For example, it became apparent, that the hospital is optimally equipped with the SAP ERP HCM Suite with regard to HCM core functions such as HR administration, payroll and organizational management. However, a 3rd-party solution is being sought for mapping the electronic personnel file and creating documents. The hospital plans to successively introduce the following SAP HCM modules over the next three years based on the developed concept:

HR Administration
Organization Management
Payroll
Qualifications and Requirements
Travel Management
E-Recruiting
Learning Solution
Self-Services (ESS/MSS)

The hospital started their first workshop at the end of January 2016. Five months later, the complete functional specification was ready. "This was only possible because the clinic's staff showed a very high level of commitment", reports projekt0708 managing director Michael Scheffler. Now the hospital is looking for suitable implementation partners by means of an HR/IT roadmap and with further support of the SAP specialist in form of a Europe-wide tender. "The workshops have given us intensive training in SAP, so that we are able to operate on the same level as potential service providers," says Frischkorn, underlining an advantage of the technical specification. As a result, she and her staff are well prepared to find the ideal partners in order to ensure that Ingolstadt Hospital can cover its future HR needs with sound IT support.