Software for information management (approx. 400 workstations)

We are a non-profit foundation in the care of the elderly and sick with numerous facilities and around 2,000 employees and are looking for information management software.

In order to simplify the use of information and work aids for employees, we are looking for a solution in terms of optimized information management. This also includes the introduction of a paperless organization manual. At present, this information is still stored in various places on the intranet.

Four areas are to be covered:

• Organization manual (legally and organizationally relevant laws, rules and regulations)
• Information (materials, information, work aids, forms)
• Foundation-wide exchange (exchange of materials)
• Internal exchange within the institution or office

One of the considerations for the solution is that there should be two access points to the information:

1. a search function for search terms (search engine)

2. a topic-related table of contents

The software is required for approx. 400 PC workstations.

Note from SoftGuide:

In our opinion, the requirements are covered by the following areas: CMS (content management system), DMS (document management system), wiki (simple standardized documentation software), forum software and messaging (instant messaging). The aim is to find a solution that largely covers these areas. Sub-areas, e.g. instant messaging, can also be covered by a separate system.

When evaluating the software, the focus should be on the extent to which up-to-date data is supported. Manually created documentation quickly becomes outdated and loses its appeal. Therefore, the techniques of classic management information systems should largely access data automatically, summarize it and display it in a user-friendly way (e.g. stock levels, resource availability, vacation planning, important telephone numbers, etc.).