Digital Competency Management: UKB and UMG Complete Successful Pilot

Digital platform from Norway now ready for German hospitals – qualifications and training records at the click of a button.

For two years, University Hospital Bonn (UKB) and University Medical Center Göttingen (UMG) jointly developed a digital solution to manage qualifications, training, and development pathways in hospitals transparently and audit-proof. The pilot project is now complete- the software is operational and will be permanently implemented at Bonn.

For the first time, the new system consolidates all records of qualifications, mandatory training, and continuing education in a central platform. Staff and managers can see at the click of a button which competencies are available, due, or outstanding. This facilitates planning and documentation in workforce development as well as compliance with clinical standards.

From Multiple Lists to One Shared Database
Previously, qualification records were distributed across HR departments, training management, and ward leadership. For every inspection by authorities or the medical review service, information had to be compiled from different sources. The new system simplifies these workflows: it structures qualifications according to general, hospital-specific, and ward-level requirements, enabling an up-to-date overview down to the individual ward-compliant and data-secure.

"Our new digital competency management creates complete transparency around qualifications - for managers as well as for staff," says Alexander Pröbstl, Director of Nursing at UKB. "Competencies can be reviewed conveniently and in real-time, eliminating paper-based documentation. Through data-protection-compliant integration into our system landscape, we consolidate all relevant information in one place. This facilitates regulatory compliance, clarifies expectations, and improves both onboarding and professional development."

Norwegian Technology, German Requirements
The technical foundation comes from Norwegian provider Dossier, whose solution is already deployed in Scandinavia, the USA, and Singapore. Together with UKB and UMG, the software was adapted for the first time to German regulatory frameworks - with particular focus on data protection, professional regulations, and clinical structures.

"We developed the software to meet the complex requirements of German hospitals," explains Even Harket, COO at Dossier. "The innovation lies in the integration - systems, roles, and terminology now mesh seamlessly."

The solution was reviewed by data protection officers, IT security, and works councils. Interfaces connect it with HR and learning management systems to automatically update qualifications.

Role-Based Access and Clear Responsibilities
A key focus of the project was mapping real hospital roles. Clinical educators can confirm skills across departments without access to salary data or career planning. Similar roles exist for medical device management or training coordination - always with clearly defined access rights. This differentiated role logic builds trust and enables interprofessional collaboration without data protection risks.

Evaluation: High Satisfaction Following Two Years
The project's effectiveness was assessed through pre-post surveys of 40 staff members and managers. The results show high satisfaction with usability, transparency, and documentation processes. Many participants report being able to view their credentials completely and digitally for the first time. The integrated departments were able to significantly accelerate their documentation processes - a clear added value for daily operations.

Next Steps: Bonn Begins Rollout
Following completion of the pilot phase, UKB will roll out the software gradually over the coming months—first in additional nursing areas, then across professional groups. The goal is to integrate approximately 80 percent of nursing units by mid-2026. In parallel, the competency framework will be adapted for medical and therapeutic professions. The experiences from Bonn and Göttingen will serve as a reference model for other university hospitals.

Key Facts:

• Project Partners: University Hospital Bonn (UKB), University Medical Center Göttingen (UMG)
• Technology: Dossier (Oslo, Norway)
• Project Period: 2023-2025
• Pilot Area: Nursing with approximately 185 staff at UKB
• Evaluation: Pre-post survey with 40 participants at UKB
• IT Infrastructure: Secure platform with interfaces to HR and learning systems
• Governance: Data protection, works council, and IT security involved from the outset
• Next Steps: Rollout at UKB from Q1/2026, planned for 80% of nursing areas by mid-2026

Lessons Learned:

• Heterogeneous IT Landscapes: Integration with different HR systems, learning platforms, and scheduling systems required customized interface development at both sites
• Terminology Standardization: Development of a common taxonomy and gender-neutral formulations between two different hospital structures
• Role Concepts: Mapping hospital-specific cross-functional roles with differentiated access rights required new authorization logic
• Change Management: Acceptance among managers and staff through early involvement, training materials (videos, quick guides), and iterative testing phases
• Regulatory Requirements: Adaptation to German data protection regulations, professional law, and documentation requirements for regulatory authorities

Contact:
For further information:
- Ms. Eden Wilken, Nursing Administration UKB, Kompetenzportal@ukbonn.de, Tel. +49 228 28710523
- Mr. Even Harket (COO EU/APAC, Head of Europe and Asia-Pacific, Dossier), even.harket@dossier.com, Tel. +47 90 88 75 73

About University Hospital Bonn (UKB)
University Hospital Bonn is one of Germany's leading university hospitals, combining top-tier medical care with excellent research and teaching. Annually, UKB treats over half a million patients on an inpatient and outpatient basis. Approximately 3,500 students are enrolled in medicine and dentistry, with more than 600 additional individuals trained annually in healthcare professions.

With around 9,900 employees, UKB is the third-largest employer in the Bonn/Rhein-Sieg region. In the renowned Focus clinic rankings, it leads all university hospitals in North Rhine-Westphalia. The nationally second-highest Case Mix Index demonstrates treatment of particularly complex cases.

In 2024, the hospital secured nearly 100 million euros in third-party funding for research, development, and teaching. The F.A.Z. Institute recognized these achievements, honoring UKB in 2024 for the fourth consecutive year as "Germany's Training Champion" and "Germany's Most Sought-After Employer."
Current figures in the annual report: www.geschaeftsbericht.ukbonn.de

About Dossier
Dossier is a Norwegian company based in Oslo specializing in digital competency management for healthcare. The platform has been deployed for over ten years in Scandinavian countries, supporting hospitals, care facilities, and community health services in the structured management of qualifications, training, and education processes.

In October 2025, a partnership was established with Mayo Clinic (USA). The goal of this collaboration is to integrate evidence-based training content from the TSAM® framework, recognized as best practice for clinical education.

Dossier's introduction to Germany occurred initially through the joint project with University Hospital Bonn and University Medical Center Göttingen. The software was adapted to German data protection requirements, professional regulations, and clinical organizational structures. www.dossier.com

Norway: Pioneer in Digital Health Solutions
Norway ranks among the leading countries in digital health solutions. As one of Europe's most digitalized nations, Norway strategically invests in technologies that increase efficiency, reduce costs, and improve access to care - particularly in areas such as competency management, telemedicine, and AI-supported process optimization. The Norwegian healthcare economy is characterized by close integration of research, care delivery, and industry, as well as a universal health system with high readiness for innovation.

Software solutions from Norwegian providers—including Dossier, CheckWare, Dignio, and Vitalthings - are already successfully deployed in many countries. They enable digital management of qualifications, remote monitoring of chronically ill patients, and AI-supported planning of personnel resources, among other capabilities. Norwegian companies deliver globally recognized technologies that meet the highest ethical and regulatory standards.

In January 2025, Germany and Norway signed the German-Norwegian Health Partnership, which promotes bilateral exchange on digital health innovations, AI applications, and cross-border care. The partnership strengthens strategic cooperation and creates new momentum for healthcare digitalization in both countries.