ELO ügyfél: AOK Bundesverband GbR

AOK has been offering insurance coverage in the event of illness for over 140 years and is also the largest health insurer in Germany. The AOK Federal Association represents the political interests of the AOK community.

In addition to the technical features of this project, the organizational and personal aspects are worth highlighting. Until now, the AOK Federal Association has worked primarily with paper documents or with e-mail/Excel. The migration of these processes to the ELO ECM system requires a great deal of training and tact in order to convince users and digital doubters of the benefits. We invested a lot of time in this respect with individual handouts, Q&A sessions, and classroom training. In addition, customized help texts have been incorporated into the forms, effectively supporting each user during data entry.

In addition to business solutions, custom forms, structures, and workflows were developed.

The respective files are all cross-referenced, so that the corresponding award, contract, and invoice files can also be viewed within a procurement file. The respective internal tasks and approvals are mapped to the respective files using various workflows.

Master data, such as vendors, is available in real time in the various ELO forms using SAP search helps.

Contract management and incoming invoice verification using ELO DocXtractor are mapped with ELO Business Solutions.

In addition to procurement, one HR process has been digitized, enabling department heads to submit new personnel requests via an ELO form and workflow. Once it has been checked and approved by management and the HR department, the corresponding position is advertised.

Thanks to the ELO ECM system, the old procurement process, which was slow and lacked transparency, was transformed into a digital workflow with an audit trail.

• All relevant information ranging from requirements to award and contract to invoice is available fast
• Full audit compliance
• Accountability and transparency in all workflow steps

All file processes were digitized in the ELO ECM system, significantly improving process efficiency. Access to the master data in SAP ensures that the documents are completely and correctly updated in the ELO ECM system. The substitution function routes tasks, ensuring they are completed on time.

The integrated ELO dashboards provide an overview of the various data and documents. The search options are rounded off by exportable Excel reports. The accounting department can now also receive and automatically process e-invoices.