GSE; Introduction of HR Software at GSE gGmbH

GSE gGmbH (Gesellschaft für Soziale Dienstleistungen Essen; hereinafter "Contracting Authority") is a non-profit organization based in Essen that has been providing a wide range of social services for over 140 years. As a community institution sponsored by the City of Essen and major welfare associations, the Contracting Authority is committed to the care, support, and social participation of people in special life situations. The range of services offered by the Contracting Authority includes inpatient and outpatient care for seniors, differentiated living and care options for people with mental illnesses or intellectual disabilities, and various forms of assistance for homeless or at-risk individuals. In addition, the Contracting Authority operates recognized workshops for people with disabilities at several locations in Essen. With around 1,300 qualified employees in its various social facilities, the Contracting Authority currently cares for approximately 1,200 residents in its care and support facilities and around 1,600 people with disabilities in the workshops. The broad professional expertise and close networking with municipal and social partners enable the Contracting Authority to respond individually to the needs of the people being cared for and to ensure tailored, appreciative support. With its "Year 2030" strategy, the Contracting Authority is pursuing a long-term vision for the comprehensive modernization and digitalization of its internal structures, processes, and technical systems. The goal is to transition all business areas to a future-proof IT landscape. This strategic orientation forms the basis for a high-performance, transparent, and service-oriented organization that sustainably meets the increasing professional, legal, and technological requirements. A central project within this digitalization strategy is the replacement of the currently used ERP system. The currently used SAP version, on which GSE's business processes are based, is scheduled for discontinuation at the end of 2027 and thus represents a prioritized reason for action. The modules FI (Financial Accounting), CO (Controlling), and HCM (Human Capital Management / Human Resources) used cover essential functions in the organization's commercial and personnel-related core processes and are deeply embedded in the organizational workflows. As part of the realignment, the central focus in the HR area is on payroll as a prioritized core process. At the same time, GSE aims to consider the new HR solution holistically and, in the long term, to map as many personnel processes as possible within an integrated system. This includes, but is not limited to, personnel administration, applicant management, personnel development, and training functions. With this holistic approach, the Contracting Authority aims to gradually reduce or completely replace existing "satellite systems" in the HR area. The goal is to avoid media breaks, eliminate redundant data storage, ensure data quality and up-to-dateness, and increase transparency in all HR processes. At the same time, a consistent system landscape creates the basis for providing meaningful HR analyses and personnel key figures that can be used by personnel management for sustainable corporate development. The necessary system migration in the area of personnel management is therefore of great importance not only from a technological perspective but also from a business strategy perspective. In addition to ensuring system operation beyond 2027, the transition offers the opportunity to standardize processes, increase user-friendliness, and improve integration with other IT components. The selection and introduction of a new, holistic HR solution is therefore one of the prioritized key projects within the overall strategic development of the Contracting Authority by 2030. The specific goal of the project is the selection and introduction of a holistic, future-proof personnel management software. The new solution aims to make the Contracting Authority's HR processes more efficient, transparent, and user-friendly. The software supports HR management and other stakeholders in automating administrative tasks, improving data quality, and making strategic decisions based on sound information. The focus is on the digital mapping and support of all core HR processes. The new solution is intended to avoid existing media breaks and redundant data storage, increase transparency in HR processes, and ensure compliance with data protection and compliance requirements. Furthermore, central system support opens up the possibility of evaluating HR data specifically and thus improving the strategic management of the organization. The central goals can be summarized overall as follows: 1. Introduction of HR software 2. Digital support of all essential HR processes 3. Increased automation of routine tasks and standardization of processes 4. Increased transparency, data quality, and reporting capabilities 5. Ensuring data protection, data security, and compliance 6. Support of strategic corporate management through sound analyses and key figures 7. Establishment of a structured and efficient support model Reference is made to the tender documents.