Now it fits:
kubus IT works successfully with SAP system

conarum has the best “medicine” for healthcare service providers
As a subsidiary of AOK Bayern and AOK PLUS, kubus IT is responsible for the procurement of all hardware and software for both health insurance funds. An SAP copy of the AOK system was transferred to kubus IT for the technical control of their processes. However, this system, which was tailored to health insurance processes, had to be adapted to the requirements of an IT service provider company.

A powerful partner was needed, one who could analyze the situation, develop solutions and implement them. In conarum, kubus IT found the perfect system administrator and partner.

Zero hour – here we go

The analysis of the current situation not only revealed major technical deficits in the system – there were also gaps in terms of specialist resources that needed to be filled. The accounting department was specialized in the social security law of health insurance companies, but not in the commercial law (HGB) required of a service provider. So it was not only conarum’s task to renew the system landscape from the ground up in accordance with the German Commercial Code, but also to do pioneering work and work out the corresponding requirements with the specialist departments. conarum thus became the interface between the finance, accounting and controlling departments and the needs-based process redesign. A challenge at a high level!

 

The tasks

  • Inventory and analysis of the system status in combination with the requirements.
  • A system upgrade to the latest version to ensure maintenance safety.
  • Introduction of SEPA and the execution of foreign payments.
  • Set up a 3-tier system landscape – including a test environment to enable smooth tests and transports.
  • Implementation of the Unicode conversion in all affected programs.
  • Establishment of an interface to an external system of the architect in order to optimize the process of the new data center and to make it transparent.
  • Optimization of data exchange between internal inventory management and asset accounting in SAP in order to have up-to-date data available in every system at all times.
  • Development and implementation of system processes for preparing the e-balance sheet.

Interim balance sheet – a satisfied look back

Thomas Kruse, Controller at kubus IT, is delighted: “We are extremely grateful and very satisfied with conarum’s work. In a very short time, the experts established a very fast connection to the specialist departments and the technical basis and are highly appreciated. New processes were developed, which was absolutely essential for the technical system support and thus for smooth operations.” Precise documentation ensures an overview and transparency – this also supports cooperation with the auditors.

New data center – networking of IT systems

Another prime example of conarum’s versatility was the development of a financial process for the “new data center” construction project. The task here was to establish communication between the various systems for creating budgets and construction plans – on the part of the architect and the client. To this end, the specialists implemented a process that automatically exchanges and posts the data via an interface: Data transfers, postings and billing – “all inclusive”. Above all, they succeeded in minimizing the error rate. Additional manual work was reduced, thus ensuring cost control and construction budget monitoring. Process design, implementation and programming – all “made by conarum” – brought a further advantage for kubus IT: the company now has a template that can be used again at any time for the construction of new data centers.

Automatic synchronization of internal inventory management with SAP has made it possible to obtain up-to-date data in any system at any time. This data exchange has created a level of transparency that did not exist before. To further optimize this transparency, the process is constantly being expanded to include new product groups.

Thomas Kruse: “The employees at conarum are more than just technicians. They also advise us on business management. Requirements are “translated” and passed on in an uncomplicated manner. conarum works independently and communicates optimally.”

Enable electronic invoice processing

A new challenge for conarum is the switch to electronic invoice processing. Once the invoice has been scanned, there is a workflow for approval, which is then processed and archived via Outlook in accordance with legal requirements. This changeover represents an effective further development for kubus IT. Here too, the error rate and manual input are minimized. Compliance with the statutory balance sheet regulations is automatically guaranteed. Next year, the controlling process is to be mapped in SAP.

Shaping the future together

A roadmap is being jointly developed for kubus IT in order to systematically and effectively design the future procedure. The plan is to integrate the ordering process and the approval procedure in procurement into SAP via interfaces.

Professionals at work

The collaboration with conarum is of great value to kubus IT: “We are very happy that we have found experts who can provide technical and professional advice, but who also have the right people skills,” says Thomas Kruse. “When you need external help, you need consultants like the people at conarum. They act proactively and with foresight. The system was rebuilt both technically and in terms of processes. kubus IT greatly appreciates the fact that conarum is part of the inner circle of SAP partners and is always up to date thanks to constant training.

conarum – the SAP consulting company with solution competence.