Projekt DMS@UHH
DMS@UHH is a central project at Universität Hamburg for the procurement and implementation of new software for a Document Management System (DMS).
The pandemic, among other things, revealed the need for digital documents for a modern, flexible working environment and collaboration. The DMS is part and parcel of the University’s New Work Strategy.
The aim is to integrate a procedure for recording, archiving, making accessible, and procedurally integrating electronic documents. This requires a modern integrated software solution for a document management system that can meet the demands of interoperability, scalability, modifiability, conformity, and availability. It also needs to meet the University’s future requirements.
There are plans to cooperate with other public Hamburg universities.
The project will be overseen by a steering committee made up of:
- Dr. Martin Hecht, head of administration
- Prof. Dr. Natalie Filatkina, vice president
- Dr. Sebastian Gerling, chief digital officer
- Prof. Dr.-Ing. Stephan Olbrich, director of the Regional Computing Center
- Dr. Dennis Hormuth, head of the University Archives
- Sabrina Fuhrmann, head of the Smart Administration Unit
Project office
- Project manager Marion Schmal (dms"AT"uni-hamburg.de)
- Project assistant Fanny Richter (dms"AT"uni-hamburg.de)
Subprojects
In the Basis subproject, we will ensure that the DMS includes functions required for most document-based procedures at the University. Special requirements related to individual procedures will be addressed in special subprojects.
- Basis—subproject: Dirk Schmidt (dirk.schmidt"AT"uni-hamburg.de)
- Studierendeakte+ (student files+)—subproject: Angela Hars (angela.hars"AT"uni-hamburg.de)
- Liegenschaftenakte (property data management files)—subproject: Patricia Fairclough (patricia.fairclough"AT"uni-hamburg.de)
- Vertragsmanagement (contract management)—subproject: Ulrich Glaser (ulrich.glaser"AT"uni-hamburg.de)
Timetable: How do we proceed?
Timetable: How do we proceed?
The following steps towards a functioning DMS have been planned for the period until Spring 2026:
- needs analysis for the DMS and system concept
- (by Summer 2022)
- public call for tenders for a system provider and selection
- (by Winter 2023)
- adapting the chosen provider’s standard system to the University’s needs
- (by Autumn 2024)
- testing the system
- (by Spring 2025)
- implementation in pilot areas
- (by the end of 2025)
Project goals
Digital work
- sustainable and new ways of working
- paperless work
- enabling “new work”
- long-term usability
- user-friendliness
- compliance with statutes
- make information available University-wide
- University-wide uniform structure
- uniform access point for documents
- depict processes uniformly
- improve system landscape
- end-to-end processes
- process efficiency and transparency
Do you have questions or suggestions?
If you have questions, ideas, or suggestions, contact the project office at dms"AT"uni-hamburg.de.
The FAQ also addresses general questions about the DMS at Universität Hamburg.