“Uniform time recording and billing across the group”
This is how Sebastian Schröter, Chief Financial Officer of the good healthcare group, describes the starting point and goal of the search for a time recording solution that the tool could be used by all companies in the good healthcare group.
“The aim was to create a uniform basis for different working methods in the individual companies — consultants at in//touch and the project teams at the companies +49 med and patient+. ”
Sebastian Schröter
CFO at ghg good healthcare GmbH
Julia David, Finance Manager at ghg good healthcare GmbH, adds: “In the past, consultants at in//touch had used a different project management tool, while the other companies only focused on performance-based billing. Standardization, creation of transparency and increasing corporate management requirements became ever more important,” confirms Sebastian Schröter.
Comprehensive evaluation process: ZEP prevails
The decision for the future tool was preceded by an extensive and detailed evaluation process. Sebastian Schröter remembers: “We actually tested a lot of tools. In doing so, we considered and analyzed standard solutions, the development of existing tools and in-house development,” explains Sebastian Schröter. As part of the evaluation, ZEP was also subjected to extensive tests and put through its paces. ZEP stands for time recording for projects. The web-based solution has been on the market since 2000 and was developed specifically for project-oriented companies as a complete solution for the areas of time recording and reporting, travel expenses, project management and controlling, and invoicing.
Sebastian Schröter explains the decision for ZEP:
“ZEP ultimately proved to be the solution that covered most of the criteria of our requirement profile”
Sebastian Schröter
CFO at ghg good healthcare GmbH
Among other things, the fact that ZEP is offered in a cloud computing model also played a role. When operating in the cloud, the customer has access to ZEP's cloud-based software variant, which is operated in an ISO 27001-certified high-performance data center in Germany. The basis for use is an online user contract that can be cancelled at any time at the end of the month and an order processing contract in accordance with the General Data Protection Regulation (GDPR). Billing is based on usage per user and month.
Sebastian Schröter explains: “We have worked very intensively on the choice of operating model. For us, the advantages of using the cloud lie primarily in the regular updates provided by the provider. This in turn gives us the advantage that we don't have to worry about further development ourselves. In addition, we can actively participate in product development by sharing our own requirements. These are then incorporated into development and even if implementation takes a while, everyone benefits from it in the end. Of course, this also applies to the requirements of other ZEP customers”
ZEP in daily use at the good healthcare group
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 is carried out via ZEP. Employees use the web-based user interface or the mobile app, and we use ZEP's billing tool for billing. For us, this means significant time savings. By automatically transferring the 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 has been adjusted accordingly.
In addition, ZEP provides an up-to-date overview with the appropriate evaluations at any time and anywhere, which can then be used for project controlling and as proof to customers.
“ZEP has now established itself as a central database for project controlling for the good healthcare group. ”
Sebastian Schröter
CFO at ghg good healthcare GmbH
Since ZEP itself does not provide a sufficient cockpit function for him, the CFO transfers the ZEP data to the Tableau visualization software and creates the corresponding project controlling reports there for criteria such as a target/actual comparison of project status or billability rates of individual employees and project teams.
ZEP Support: “We always felt comfortable”
The two GHG employees from ZEP Support are positively surprised. “Unfortunately, you often experience 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. Customer-specific adaptations and requirements were and are being discussed together and implemented with a very short response time. confirms Julia David.
“The ZEP support is really great! ”
Julia David
Finance manager at ghg good healthcare GmbH
And this is how 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 project status. ZEP is also our central monitoring and evaluation tool for projects. ”
“Using ZEP is intuitive and easy to learn. In addition, the solution is constantly evolving. ”
Julia David
Finance manager at ghg good healthcare GmbH
The latest example is the new user interface design introduced with the latest version update. Julia David: “Even though the new design took some time to get used to, it was a clear sign for us: 'We're not standing still! '”
