Like e-procurement/e-awarding, the document management system (DMS) project was one of the first e-service projects to be launched in 2018. The aim was to procure a document management system (DMS) that is suitable for all areas (administration, central facilities, teaching and research) at RPTU. The following functional areas were to be covered, among others

• Capture of documents by manual or batch scanning with OCR text recognition
• Audit-proof document storage and long-term archiving
• Document indexing and document versioning
• Mapping of electronic files and file plans
• Process handling in the sense of flexible workflow control with release and approval steps
• Connection of various specialist and preliminary procedures from the areas of administration and teaching & research via generic interfaces
• Support for mobile devices.

The DMS has basically gone live and is used, among other things, to store electronic invoices. The final introductory training sessions are currently underway in the departments in order to complete the roll-out of the DMS in the departments and administration by the end of 2023. The central facilities will then go live in the first quarter of 2024. In parallel to the roll-out activities, the third-party funds department, among others, is in the process of test migrating the relevant existing files. The tests should be completed by the end of 2023 in order to make the complete third-party funding file available in the DMS in the first quarter of 2024. Further file structures with migrated inventory files for personnel and doctorates, among others, are to be added in 2024

Project management: Mr. Janek Stave (External: GrantThornton)