Independent consulting for the selection of industry-specific software

Initial situation

A company faced the challenge of continuing to operate an outdated, on-premise software system that was originally developed for a different purpose. Over the years, the system had been adapted to new requirements without modernizing the fundamental architecture. This resulted in numerous manual data transfers between different applications. At the same time, the poor maintenance status of the software led to critical failures – including periods where payments could no longer be processed correctly. The organization was at risk of no longer being able to fulfill its legal obligations reliably and on time.

What we implemented

Analysis of current and target states

At the beginning, existing processes and future requirements were analyzed in a structured manner. Particular attention was paid to legally relevant workflows and necessary system functions. Additionally, key performance indicators were determined, including the number of users, interfaces, process instances, and associated tasks. This resulted in reliable assumptions for the current and future cost framework.

Analysis of comparable solutions in the context of other authorities

In the next step, comparable organizations were analyzed to understand which software solutions are used there and what practical experiences have been made. Based on this investigation, four potentially suitable software providers were identified.

Evaluation of potential software providers

Finally, specific selection criteria were defined and discussions were held with the identified software providers. During this process, it was examined to what extent the respective solutions met the functional requirements and enabled a stable and sustainable system landscape in the long term.

Result

The analysis showed that none of the available standard solutions could fully meet the organization's requirements. Reasons included strong dependencies on individual cloud providers, missing interfaces, anddisproportionately high implementation costs. As a result, custom development was identified as the most sensible option. At the same time, the structured preliminary analysis made it possible to avoid potential bad investments that had already occurred in comparable projects at other organizations.