Program management in the funding context
For the KWB, we have created an EspoCRM-based system that centrally manages several ESF and federally funded programs – from registration through measures planning to result documentation. The focus was on a seamless funding workflow, a robust data foundation, and maximum transparency towards funding providers. In addition, there were clear roles, secure access models, and automated reports to enable the teams to manage programs in a scalable and audit-proof manner.
Challenge
At the center were highly sensitive personal data, complex funding logic, and a seamless process chain from registration to result documentation. Different programs have their own funding guidelines, durations, target groups, and documentation requirements – these had to be consolidated in one system without losing traceability. At the same time, the reporting for funding providers should be standardized, quick, and verifiable, while case processing should manage with as few manual intermediate steps as possible. Additionally, a clear separation of roles and access rights was necessary so that sensitive data is only visible where it is truly needed.
The path to the goal
Target image & process chain
Together with KWB, we modeled the complete participant process – from registration and action planning to result documentation. This resulted in a clear target image for roles, access, status levels, and mandatory evidence per program.
Funding logic & regulations
The different funding guidelines have been mapped as rule-based logic (durations, target groups, proof, blocking periods). This clearly defines when a process is permissible, which documents are required, and how eligibility for funding is demonstrated.
CRM customization & new modules
We developed customized modules for participant, employer, and partner management as well as the mapping of the complete process chain including action planning, participation history, and outcome documentation. Interfaces and fields were designed to ensure that data is consistently captured and reused.
Workflow automations
Notifications, deadlines, tasks, and status changes are triggered automatically. This allows teams to respond more quickly, review cycles are shorter, and the entire process remains auditable and traceable.
Data protection & Pseudonymization
Sensitive participant data has been pseudonymized. Additionally, we have implemented IP restrictions, field permissions, audit logs, and clear role profiles – for maximum GDPR compliance with minimal risk.
Reporting & Documents
Automated reports for funding providers (PDF/Excel) as well as a central document management system with differentiated rights ensure transparency. Recurring reports can be generated at the push of a button and are kept securely archived.
Data migration & quality assurance
Stock data has been consolidated, duplicates have been cleaned up, and validation rules have been introduced. This provides a reliable data foundation for evaluations, audits, and funding proofs.
Training & Go-Live
We engaged the teams in role-specific training and supported the productive introduction. This allowed the programs to continue running without interruption while the new processes were established stably.
Technical environment
High-availability infrastructure (3 servers, EU locations), EspoCRM in LAMP stack, automations in Python (Docker Swarm), SSL, 2FA login, daily encrypted backups with cloud and offline storage.
Result
The KWB centrally manages several programs today, in compliance with data protection regulations and transparently. Participant processes are fully traceable, funding logics are clearly documented, and deadlines are proactively managed. Reports for funding providers are generated automatically, document management is clearly structured and audit-proof. Overall, the system reduces administrative effort, creates a reliable data basis, and increases the ability to provide information to auditing bodies.
What the client says
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Our perspective
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