Universität Stuttgart (Stuttgart University)

With around 22,000 students and 5,300 employees, the University of Stuttgart is one of Germany's leading technical universities. Its vision of “Intelligent systems for a sustainable society” is reflected in the interdisciplinary “Stuttgart Approach” as well as in the consistent digitization of central administrative processes.

One important project was the introduction of a new software solution for doctoral management — with the aim of making administrative processes more efficient and reliably fulfilling reporting obligations in accordance with the Higher Education Statistics Act (HStatG). Other processes include space and building management, event material procurement, and numerous technical picture process models.

Digitization with vision

With the selection and introduction of the new software solution, the University of Stuttgart is pursuing a strategic approach in line with its digitization goals. The focus is not only on meeting legal requirements—such as automated data reporting in accordance with the Higher Education Statistics Act (HStatG)—but also on further developing the entire doctoral program toward a modern, service-oriented, and quality-assured system.

Goals of digitization in doctoral studies

The main goal is to reliably and automatically fulfill the annual reporting obligations to the State Statistical Office in accordance with HStatG. In addition, a number of important secondary goals have been defined that are central to the University of Stuttgart:

• Support despite limited resources: The solution should make it possible to provide a wide range of services even with limited personnel capacity.
• Quality assurance: The software should help to establish uniform standards, document processes, and continuously improve the support provided to doctoral candidates.
• Work simplification: A high degree of user-friendliness and well-designed processes should increase the satisfaction of faculty staff.

Selecting a suitable solution

To implement the requirements, a technically powerful platform was needed that would complement existing system landscapes, work with database support, and be able to flexibly map complex processes. Another decisive factor was the ability to easily adapt the applications in the future by using the BPMN 2.0 standard. The ability to extend existing picture models for automation was also an important factor. The choice fell on MR.KNOW, a NO-CODE BPM platform that provides all the necessary functions: structured data storage, rule-based process control, integrated document management with versioning, and seamless integration into existing infrastructures.

MR.KNOW – BPM

Based on MR.KNOW - BPM, a comprehensive digital process for “approval for examination and conducting the examination” was implemented. The focus was on structured, database-supported implementation with clear roles, procedures, and documentation requirements.

Various software modules were used, which together form a consistent and scalable solution. A dialog-based main process enables the structured collection of relevant data and automated task distribution. The underlying table structure is used to systematically map all necessary information. Flexible import functions are available for transferring existing data. The registration of external experts and the submission of expert opinions can also be digitally mapped using specific processes. The integrated document management system offers functions such as versioning, management of retention periods, and convenient upload and download processes. The system is complemented by user-friendly master data maintenance and comprehensive evaluation and list generation, which support efficient process control.

Document management with clear structures

A particular focus was placed on the digital management of promotion-related documents. Among other things, the solution takes into account requirements such as the traceability of edits, version-based storage of content, differentiated access rights, and the option for representatives to upload documents. Different retention periods and subsequent automated deletion are mapped in the system. Document management is based on a structured table solution with processes for uploading, downloading, and version display—accessible at any time by authorized persons, audit-proof, and without a delete option for users. The solution can be expanded with additional fields or integrations—such as an archive—as needed.

NO-CODE BPM for maximum independence

A key advantage of the MR.KNOW solution is its NO-CODE BPM technology. This allows various approaches from classic process management, including the BPMN 2.0 standard, to be combined with low-coding and AI. MR.KNOW thus makes it possible to model and execute processes and generate interfaces without programming knowledge – ideal for organizations that want to operate and further develop digital processes internally. The University of Stuttgart benefits from a high degree of flexibility as a result: new requirements can therefore be implemented more quickly in the future.

Added Value for the University of Stuttgart

The implemented solution not only offers an easy and intuitive user experience but also increases transparency and traceability within the processes. Participants automatically receive tasks, are reminded in case of delays, and can generate reports at the touch of a button at any time. Authorized users can access the current status at any moment. All changes are logged by the system, and documents are stored with version control — providing a reliable foundation for long-term quality assurance and data protection.

Thanks to its modular scalability, the solution is future-proof: additional functions and processes can be integrated with minimal effort—always in line with the University of Stuttgart’s commitment to designing intelligent systems for a sustainable and forward-looking society.

Conclusion and Outlook

With the introduction of the MR.KNOW software solution, the University of Stuttgart has taken a decisive step toward a future-oriented management of doctoral processes. The new solution not only ensures reliable compliance with statutory reporting obligations but also enhances the efficiency of administrative workflows.

The software provides a foundation for further digitalization initiatives that are already being planned. In doing so, it becomes an integral part of a digitally supported, interdisciplinary, and responsible development of the university.