The good healthcare group has set itself the goal of improving the challenging communication between the pharmaceutical industry, healthcare professionals and patients. They are supported in their mission by now more than 450 healthcare specialists at two locations. From strategy development to omni-channel contact to patient communication, the company can thus cover the entire spectrum of sensitive pharmaceutical communication with its total of four business branches in//touch, +49 med, patient+ and cso+. The challenges that arise for daily work but also communication are - as is so often the case in the pharmaceutical industry - very complex and require an extensive internal organisational structure.
As a shared service company, ghg good healthcare GmbH is responsible for, among other things, the areas of Finance & Controlling and Human Resources for the entire group. For the recording and accounting of the project times of the various companies, ghg good healthcare GmbH uses the solution ZEP - Time Recording for Projects by the company provantis IT Solutions.
As Sebastian Schröter, Chief Financial Officer of the good healthcare group, describes, the starting point and goal in the search for a time recording solution was that the tool could be used for all companies united in the good healthcare group.
"The aim was to create a uniform basis for different ways of working in the individual companies - consultants at in//touch as well as the project teams at the companies +49 med and patient+."
Julia David, Manager Finance at ghg good healthcare GmbH, adds: "In the past, the consultants at in//touch used a different project management tool, while the other companies only focused on performance-based billing. Standardisation, the creation of transparency and the increasing requirements of corporate management became more and more important," confirms Sebastian Schröter.
The decision for the future tool was preceded by an extensive and detailed evaluation process. Sebastian Schröter recalls: "We actually tested quite a few tools. We considered and analysed standard solutions, the further development of existing tools as well as an in-house development," explains Sebastian Schröter. ZEP was also subjected to comprehensive tests and put through its paces as part of the evaluation. ZEP stands for ZeitErfassung für Projekte (Time Recording for Projects). The web-based solution has been on the market since 2000 and was developed especially for project-oriented companies as a complete solution for the areas of time recording and verification, travel expenses, project management and controlling as well as invoicing.
Sebastian Schröter justifies the decision in favour of ZEP:
"ZEP ultimately proved to be the solution that covered most of the criteria in our requirement profile"
Among other things, the fact that ZEP is offered in a cloud computing model also played a role. In cloud operation, the customer receives access to the cloud-based software variant of ZEP, which is operated in an ISO 27001-certified high-performance data centre in Germany. The basis for use is an online usage contract that can be terminated at any time at the end of the month as well as a contract for order processing in accordance with the German Data Protection Regulation (DSGVO). Billing is based on usage per user and month.
Sebastian Schröter explains: "We looked very closely at the choice of operating model. For us, the advantages of using the cloud lie mainly in the regular updates provided by the provider. This in turn gives us the advantage that we do not have to take care of further development ourselves. In addition, we can actively participate in the further development of the product by passing on our own requirements. These then flow into the further development and even if the implementation takes a while, in the end everyone benefits from it. Of course, this also applies to the requirements of other ZEP customers.
As a power user, Julia David works with ZEP every day. She explains: "The complete project time recording of all companies in the good healthcare group runs via ZEP. The employees use the web-based user interface or the mobile app for this. For billing, we use ZEP's invoicing tool. This means a significant time saving for us. Thanks to the automatic transfer of data from time recording to invoicing, we can also be sure that all data has been transferred correctly." Together with ZEP support, the letter template for the invoice form was adapted accordingly.
In addition, ZEP provides an up-to-date overview at any time and anywhere with the corresponding evaluations, which can then be used for project controlling as well as proof for the customers.
"ZEP has now established itself as the central database for project controlling at good healthcare group."
Since ZEP itself does not provide a cockpit function that is sufficient for him, the CFO transfers the ZEP data to the Tableau visualisation software and creates the corresponding project controlling reports there for criteria such as a target/actual comparison for project status or billability quotas for the individual employees and project teams.
The two ghg employees are positively surprised by the ZEP support. "Unfortunately, one often experiences the case that the provider's support suddenly stops after the purchase decision has been made, but this is definitely not the case with ZEP," explains Sebastian Schröter. Together, customer-specific adjustments and requirements were and are discussed and implemented with a very short response time. confirms Julia David.
"The ZEP support is really great!"
And so Sebastian Schröter comes to the final conclusion: "The goal of a basic platform that covers as many elements as possible has been achieved. Our focus is on the project status. In addition, ZEP is our central monitoring and evaluation tool for projects."
"Using ZEP is intuitive and quick to learn. Furthermore, the solution is continuously evolving."
The most recent example is the new design of the user interface introduced with the last version update. Julia David: "Even though the new design took some time to get used to, it was a clear sign for us: 'We are not standing still!