Efficient data collection for determining staffing requirements in the public sector
Standardised application for data collection and management.
The client
AIOS advises supra-regional clients in the areas of auditing, tax consulting and consulting.
The project
Comprehensive data collection and management
The auditing and consulting firm AIOS uses GAPTEQ to conduct extensive data collection for its projects for the federal and state governments. Compared to Excel-based analyses, this has significantly reduced project durations and costs while improving data quality.
Highlights
Challenge
One of AIOS's areas of expertise is organisational studies involving personnel requirements assessments for federal and state institutions. During the analysis phase, extensive data is collected from the client, with some federal projects involving several thousand participants. Manually created Excel solutions are overwhelmed by this task, and specialised stationary IT solutions with high licence costs are oversized. AIOS therefore needed a smart project tool that supports data collection automatically, in a structured manner and cost-effectively.
Solution
AIOS has found its ideal solution in the web-enabled database interface GAPTEQ. The consulting firm has developed a standardised application for data collection and management that can be rolled out very quickly for any user scenario.
To determine personnel requirements in a nationwide institution, the consulting firm has set up a form application that around 4,000 users can access on the web and enter their required data. Using the underlying Microsoft SQL Server, personnel master data from upstream systems, job descriptions, target working hours and other specifications are imported into the forms, and the decentralised data is directly aggregated and calculated using stored formulas in the SQL database. The collection and reconciliation is controlled via workflows with multi-level approval processes in GAPTEQ.
‘With GAPTEQ, we only need half the time for our organisational reviews.’
The input forms are simple and highly flexible in design, and even end users can work with them without training. Thanks to its straightforward handling, AIOS was able to quickly deploy the application with appropriate customisations to two additional clients, each with around 600 employees. AIOS can also easily map legal changes, which must be constantly taken into account in the public sector, in the system, thus providing its clients with a technically correct environment at all times.
Result
Instead of having to deal with 4,000 individual Excel sheets, manually transferring data, laboriously checking plausibility and waiting a long time for Excel calculations, the aggregated results are now available at any time for processing by the relevant AIOS department. In the case of longer-term data collections, AIOS consultants can thus identify trends at an early stage and react to technical anomalies or adjust the data collection during the analysis phase. This saves considerable time and money and ensures valid and accurate project results.
‘Our clients also benefit enormously from this increase in efficiency achieved with GAPTEQ.’
As a cost-effective standard solution in conjunction with the widely used Microsoft SQL Server, AIOS sees potential for many further developments. For example, the project tool is already in continuous use by one client for updating investigations. Its manageable costs and ease of use also make it an attractive option for controlling in smaller institutions such as daycare centres, which are required to report regularly during the year in accordance with state budget regulations.
Get started with your custom low-code application now!
The predefined components make it particularly easy to build your first application. Test us with your own custom project.
