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Anita Bunk
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inubit Implements Funds Database for the gsub on Behalf of the Federal Ministry for Family Affairs, Senior Citizens, Women and Youth

Managed funds volume of € 350 million, 750 funds recipients and a total of 1,200 active projects

Berlin, 06/28/2011 -

The Gesellschaft für soziale Unternehmensberatung mbH (gsub) and Berlin inubit AG join forces to implement a comprehensive funds database for handling complete funding processes using funds from the European Social Fund (ESF) and for the ESF programs of the Federal Ministry for Family Affairs, Seniors, Women and Youth. Within this project, the inubit BPM-Suite is used for the entire process management.

The development and creation of a funds database for the ESF-Regiestelle (managing authority), which acts on behalf of the Federal Ministry for Family Affairs, Seniors, Women and Youth (BMFSFJ), included, in particular, the creation of a web-based database and the development of electronic processes for the following programs of the Ministry for Family Affairs: Company-sponsored childcare, the programs of the “SUPPORTING YOUNG PEOPLE” initiative, skills agencies, “truancy – 2nd chance,” “local STRENGTHS,” “Active in the Region” model program, “MORE men in childcare,” “prospects for re-entering the workforce” and the child day-care action program.

As part of the project, eight funding programs with a total volume of approx. € 350 million are being implemented during the period from 2007 to 2013. 750 funds recipients are currently working with the database solution and a total of approximately 1,200 projects are managed using the system. Dr. Reiner Aster, managing director of gsub: “The implementation of this complete project would not have been possible without the intensive cooperation between gsub, which contributed the business know-how, and our project partner inubit, which was responsible for the technical implementation.”

The workflow functions of the inubit BPM-Suite are now used to handle the entire funds allocation process, from the application procedure and processing to the release of funds and financial statements in a controlled manner and without media discontinuity. A role and authorization system is used to control user authorizations for internal employees and ESF-Regiestelle (managing authority) employees and the authorizing ministry as well as the funds recipients. In addition, external audit authorities such as the Federal Office of Administration or the Courts of Auditors have access to special audit procedures. Dr. Aster outlines the benefits of the solution: “On the one hand, using the BPM-Suite means high user-friendliness for funds recipients thanks to user-friendly, web-based application forms. On the other hand, processes within funds management can be processed faster and processing deadlines can be met. Comprehensive monitoring for budget management and for financial and material fund monitoring complements the overall solution.”

In addition to the provision of web-based application forms and automated workflows, the solution also includes modules for electronic bookkeeping, administration of amounts to be recalled and audits in line with the respective EU ordinances regarding the European Social Fund. A regular data comparison with the data required for the ESF monitoring system Adele is ensured as is the data transfer to the Federal Government’s grants database (ZWDB). In addition, there now is an interface to the Windream document management system used by the client.

About Gesellschaft für soziale Unternehmensberatung mbH

gsub mbH was founded in 1991 with the purpose of implementing labor market policies on behalf of the State of Berlin. In the years since, gsub mbH has developed into a general public-sector service center and now operates in the following fields: employment and labor market policy, education policy, economic policy, child and youth policy and integration policy. gsub mbH is an independent private enterprise operating in the national interest and a trustee of both the Federal Government and the State of Berlin. The main focuses of gsub mbH’s work are the management of public funds and provision of consultancy services on behalf of public-sector clients.

inubit Implements Funds Database for the gsub on Behalf of the Federal Ministry for Family Affairs, Senior Citizens, Women and Youth