Einführung zentrales DMS

The documents do not explicitly state the contract start date, end date, or total duration.

However, the project timeline includes several phases and milestones:

• The contractor must submit a detailed implementation concept at the start of the project, which includes project structure, scheduling, milestones, resource planning, and communication and escalation channels.
• The implementation is to proceed in a structured, stepwise, and quality-assured manner.
• The project approach should be flexible enough to incorporate insights from workshops, pilot programs, and testing phases.
• The implementation will initially occur in two pilot areas, "Unternehmenscontrolling" and "Drittmittelmanagement", with insights gained from these pilot programs to be evaluated and considered for subsequent rollout to other organizational areas.
• Key milestones include the creation of an agreed-upon piloting concept for these pilot areas, the development of a test concept, test cases, test data requirements, and test protocols, and the evaluation of deviations before going live.
• A "Go-live-Plan" will define the production launch, fallback options, responsibilities, and communication channels.
• A "Stabilisierungsphase" (stabilization phase) is mentioned, during which the contractor must provide increased and clearly defined support.
• The project concludes with a joint assessment of goal achievement and documented remaining tasks.
• Regular project meetings are to be held during the project duration, with the contractor documenting progress and informing the client about the status of work, achieved milestones, open items, and identified project risks.

The core scope of work for this tender involves the introduction of an enterprise-wide Document Management Platform (DMS) to modernize and standardize the management, processing, and provision of business-relevant information. The goal is a step-by-step, traceable, and quality-assured implementation of the solution. The contractor is expected to provide technical, methodological, and specialized support throughout the project to ensure a successful productive operation.

The statement of work summary and core deliverables include:

• Project Planning: Submission of a detailed implementation concept, including project structure, timeline, milestones, resource planning, and communication and escalation channels.
• Project Management and Quality Assurance: The contractor must provide appropriate project management covering planning, control, deadline monitoring, resource coordination, and risk, dependency, and decision management. Regular project meetings and status reports documenting progress, schedules, costs, risks, decisions, and open items are required. A process for managing changes, ensuring transparency of their impact on scope, schedule, costs, and quality, must be established. Quality management measures, including internal review steps and documentation of release statuses, are to be applied.
• Technical Conception and Workshops: Preparation, execution, and follow-up of necessary workshops, including moderation and documentation of results. Workshop results are to be translated into coordinated technical and implementation concepts, covering document types, metadata, files, processes, roles, permissions, and workflows.
• Configuration and Customizing: Implementation primarily using standard functions and configuration, minimizing individual development. All configurations must be fully, understandably, and versioned documented.
• Testing and Piloting: Creation of a coordinated piloting concept for specific areas (e.g., corporate controlling and third-party fund management). The contractor is responsible for creating a test concept, test cases, test data requirements, and test protocols.
• Training and Empowerment: Provision of a target-group-oriented training concept for administrators, key users, and end-users. Training materials must be provided in an editable and permanently usable format. Key users and internal multipliers should be enabled to independently support further introductions.
• Productive Launch and Transition to Regular Operation: Definition of productive launch, fallback options, responsibilities, and communication channels in a Go-live plan. The contractor must ensure increased and clearly defined support during the stabilization phase.
• Services in Regular Operation: This includes system operation, administration, application support, and product updates.
• Documentation: User documentation (including training materials), system administration documentation, architecture and module documentation, and interface and format documentation are required in German and must cover all delivery components.
• Support: Reaction time for priority 1 errors should be a maximum of 4 hours. Online service should be available at least from 8:00 AM to 5:00 PM on weekdays, with on-site service also possible during these hours. A dedicated hotline in German is expected.

The overall objective is to establish a scalable and future-proof platform that supports organizational changes and future digitization projects, provides modern assistance functions (especially AI-supported search, analysis, and classification), and is economically viable and administratively manageable in the long term.The core scope of work for this tender is the introduction of an enterprise-wide Document Management Platform (DMS) to modernize and standardize the management, processing, and provision of business-relevant information. The project aims for a step-by-step, traceable, and quality-assured implementation of the solution, with the contractor providing technical, methodological, and specialized support to ensure successful productive operation.

The high-level summary of the Statement of Work and core deliverables includes:

• Project Planning: Submission of a detailed implementation concept covering project structure, timeline, milestones, resource planning, and communication/escalation channels.
• Project Management and Quality Assurance: Establishment of a suitable project management system for planning, control, deadline monitoring, resource coordination, and management of risks, dependencies, and decisions. Regular project meetings and status reports are required, along with a transparent change management process. Quality assurance measures, including internal review steps and documentation of release statuses, must be applied.
• Technical Conception and Workshops: Preparation, execution, and follow-up of workshops, including moderation and documentation of results. These results will be translated into technical and implementation concepts for document types, metadata, files, processes, roles, permissions, and workflows.
• Configuration and Customizing: Implementation prioritizes standard functions and configuration over individual development, with all configurations fully, understandably, and versioned documented.
• Testing and Piloting: Development of a piloting concept for specific areas, alongside the creation of test concepts, test cases, test data requirements, and test protocols by the contractor.
• Training and Empowerment: Provision of a target-group-oriented training concept for administrators, key users, and end-users. Training materials must be editable and permanently usable, and key users/internal multipliers should be enabled for independent support.
• Productive Launch and Transition to Regular Operation: Definition of a Go-live plan outlining productive launch, fallback options, responsibilities, and communication channels. The contractor is responsible for increased and clearly defined support during the stabilization phase.
• Services in Regular Operation: This encompasses system operation, administration, application support, and product updates.
• Documentation: User documentation (including training materials), system administration documentation, architecture and module documentation, and interface and format documentation must be provided in German and cover all delivery components.
• Support: A maximum reaction time of 4 hours for priority 1 errors, online service from 8:00 AM to 5:00 PM on weekdays, and an available on-site service during these hours are required. A dedicated German-language hotline is also expected.

The overarching objective is to create a scalable, future-proof platform that supports organizational changes and digital transformation, offers modern AI-powered assistance functions, and ensures long-term economic and administrative manageability.