Project Overview
The “Municipal Real Estate Service Potsdam” project examined the existing business processes of a municipal enterprise with the aim of systematically identifying organizational, informational, and technical weaknesses and deriving concrete improvement measures.
The main areas of focus were:
- contract awarding
- building maintenance
- invoice processing
Initial Situation
The Municipal Real Estate Service Potsdam is responsible for the administration, operation, construction, and maintenance of municipal buildings.
Historically developed organizational structures and heterogeneous IT systems resulted in:
- media discontinuities
- redundant work steps
- limited process transparency
Approach & Methodology
To analyze the current processes, interviews were conducted with employees from all relevant departments, and existing documentation was evaluated.
The business processes were modeled using the Knowledge Modeling and Description Language (KMDL®).
The analysis included, among other areas:
- management of maintenance measures ( emergencies, repairs, building maintenance)
- contract awarding procedures (direct awards, restricted tenders, public tenders)
- invoice processing and accounting procedures
Key Findings
The analysis identified several structural weaknesses, including:
- redundant data entry and duplicate postings
- long processing times due to complex approval and signature procedures
- lack of transparency between organizational units
- insufficient integration of IT and controlling functions
These factors led to efficiency losses and made integrated process management more difficult.
Target Concept & Results
Based on the analysis, a target concept was developed that combines organizational, process-related, and technical measures.
These include:
- clear separation of investment and building maintenance processes
- improved process coordination between departments
- reduction of manual and redundant work steps
- targeted use of existing information systems
The measures were prioritized according to effort, benefit, and feasibility.
Added Value & Knowledge Transfer
The project demonstrates how scientific methods from business informatics can be successfully applied to real-world challenges in public administration and the public sector.
The results support municipalities in making their processes:
- more transparent
- more efficient
- more sustainable
.