Introduction of digital document-supported transaction processing

With the DMS project, the previous paper-based work processes of all administrative units will be gradually transferred to electronic document management. In the future, this will enable completely electronic process management as well as the processing and filing of digital and digitized documents.

The University of Kassel has been implementing digitization measures for many years. In the future, all administrative processes will also be completely paperless. Digitalization is not an end in itself: digital processes save time, for example by eliminating mailing times and printing processes. In addition, administrative processes are to be improved overall. By subjecting each process to intensive scrutiny, optimization potential is uncovered. The interface between the central university administration and the decentralized departmental administration will be improved through a clear design of the administrative processes. This makes work easier for all employees and saves resources. At the end of the changeover, processes will be processed more quickly and administrative processes will be more reliable and transparent. The time gained can be used to pay more attention to special cases and improve service quality.

The digitalization of our administrative processes is an extensive project that is set to run for many years. It is being carried out in accordance with the guidelines for agile projects at the University of Kassel, which are mainly based on the two project management methods PRINCE2 Agile and SCRUM. The DMS project is jointly managed by the Department of Human Resources and Organization (Manuela Robrecht) and the IT Service Centre (Tanja Bode).

Further information on the guideline for agile projects at the University of Kassel (internal with Uni Account registration)

Due to the size and complexity of the project, it is being implemented step by step in sub-projects, which are managed by the respective specialist departments responsible for the processes. In regular project meetings, those involved in the project exchange information on current progress and the next steps. Key users and feedback groups ensure that the users of the university administration, departments and central facilities are closely involved in the optimization and standardization of administrative processes.

In this project, the previous paper-based workflows of all administrative units will be successively transferred to digital document-based process management, which also enables the processing and archiving of digital and digitized documents as part of electronic document management. Some processes have already been converted and are already being mapped using the DMS software.

Due to the numerous interfaces between the university administration and the university's other organizational units, the changeover will affect the majority of employees either directly or indirectly. In future, many employees will - depending on their field of activity - regularly or occasionally process transactions in the DMS software. The DMS project will make all processes simpler, faster and more transparent.