HIS-GX and QIS are being discontinued, and many universities face a system change. With the MR.KNOW BPM platform you extend your campus management with processes your administration adapts itself and replace legacy applications step by step. Your team gains time for advising instead of paperwork.
In production use, among others at the University of Stuttgart.
HIS eG, the vendor behind most German campus software, has terminated the licences for HIS-GX and QIS; the entire software generation has to be replaced by 2030. The obvious successor is yet another large suite. MR.KNOW starts with the process instead, not the data model.
Challenge
From 31 May 2027 there is no more maintenance for SOS/QISSOS; the final release for POS/QISPOS and LSF follows in December 2028.
Our solution
Move step by step, not on a set date. Each workflow the legacy system carries today moves to the platform on its own. The legacy system is relieved piece by piece.
Challenge
Moving to a new campus suite can take up to 7 years at large universities, sometimes with parallel operation.
Our solution
The first process in weeks. After a three-day workshop and around ten days of detailed specification, the first workflow goes live in month one, the next ones follow month by month.
Challenge
Local workflows, examination regulations and special cases rarely fit the standard. Changes often require an order to the vendor.
Our solution
Processes you change yourself. Every workflow is a readable BPMN 2.0 model. Your departments adapt it without programming.
Challenge
Examination offices, student services and IT carry the transition alongside day-to-day work, and routine tasks eat into time for advising.
Our solution
Assistants for the routine. Completeness checks, deadlines and documents run automatically. Your staff decide and gain time for advising.
Sources: HIS eG, Release Special 2024.12 (deadlines) · HIS eG on the introduction at the University of Bonn · University of Freiburg computing centre (all in German) · As of
Sixteen workflows from our projects with universities and education providers, shown with sample data (screens in German). Click an image to see it full size.
Whether you keep your campus management system, replace it or, as an education provider, face quite different obligations: you start with one process and build from there.
For universities that keep HISinOne, CAMPUSonline or SAP. MR.KNOW covers the workflows that are missing there or too rigid, and exchanges data via interfaces.
For private and dual universities that want to leave a closed system behind. Each process goes live on its own, and the legacy system is relieved step by step instead of being switched off on a set date.
For continuing and adult education institutions. Planning, booking, invoicing and funding reports run in one process, audit-proof for funding bodies and auditors.
Which path suits your university? We work it out together in a scoping workshop.
Request a scoping workshopRated by case volume, rule-based structure and manual effort: these are the areas where your administration wins back the most time.
Classic campus suites fit the university into a fixed data model. MR.KNOW maps its workflows and keeps them changeable.
| Criterion | Classic campus suite | MR.KNOW |
|---|---|---|
| Introduction | Large project over many years, often with parallel operation | First process in weeks, then one process after another |
| Changes | Often only possible via the vendor | Configured by the university itself, without programming |
| Transparency | Process logic hidden in program code | Readable, versioned BPMN 2.0 models |
| Participants | Mostly internal users | Applicants, practice partners, reviewers and lecturers inside the process |
| AI | Hardly available | AI agents can be integrated as standard on request |
| Lock-in | Closed architecture | Open standard, process knowledge stays with the university |
All processes in one place: students, lecturers, staff and external partners find requests, processing status and tasks in a single portal. It runs on the same platform as your processes and grows with every new workflow.
Staff sign in via single sign-on. External parties such as applicants, reviewers or practice partners are brought directly into the case, and committees such as the staff council or equal opportunities office take part for a limited time with their own permissions. Service catalogue, status tracking and a personal task list are standard.
For students this means certificates instantly as PDF, requests such as a leave of absence or exam review without paper, and always visible where a case stands. Lecturers see pending approvals and deadlines in one place, and administration receives complete requests instead of follow-up questions by email. Your team creates new services itself, with forms and workflows it maintains without programming.
The University of Stuttgart uses MR.KNOW in production. The two scenarios next to it show typical starting points we work out with universities and education providers.
Around 22,000 students. Doctoral management runs digitally, and the annual statutory statistics report to the state statistics office is generated from the process data.
Growth, a second campus and hundreds of practice partners. Instead of replacing the legacy system on a set date, the first three processes go live one month apart.
Thousands of courses a year, planned across many regional offices. Recording, checking and the funding report to the state run in one process instead of spreadsheets.
No big project up front: we start with the process that ties up your administration most and prove the benefit with your own figures.
3 days. Capture processes, define current and target state, choose the first processes, involve the staff council early.
Around 10 days. Define the first processes in detail: workflows, forms, rules, interfaces and benefit with real data.
From month 1. Model, interfaces and connections, then the next processes month by month.
Ongoing. Your key users adapt processes without programming and without a change request to us.
A three-day workshop, and you know which process starts first and what it delivers.
Request a scoping workshop Request a callbackStart small or plan for the whole university straight away: you choose the model that fits your budget and project.
from €603 per month plus VAT for one assistant or BPM application, for example teaching assignments or exam review.
The platform for the whole university, with as many processes as you need. Running costs instead of investment, priced by the size of the university.
For universities with an investment budget: a one-off licence for the whole university, plus an annual contract for maintenance and support.
Operation either in the MR.KNOW cloud or on-premises in your own data centre. A case is a started process, such as a request. Prices for campus licences on request.
The essentials about the BPM platform, the introduction and replacing legacy HIS applications.
A no-code platform for business process management based on BPMN 2.0. Workflows are created as graphical models, equipped with forms, interfaces, connections and assistants, and executed directly. Departments can read and change the models without programming. The platform runs in the cloud or on your own servers.
That is not the point. What gets automated are routine steps such as completeness checks, deadline monitoring, reminders and documents. Decisions, advising and discretion stay with your staff. The time gained goes into advising, into tasks that have been left undone and into the transition itself. We involve the staff council from the start.
The rule-based share of administrative work: checking applications for completeness, monitoring deadlines for exam registration and exam review, checking grades for plausibility, preparing certificates, guiding teaching assignments and placement contracts through approvals, and generating statutory higher education statistics from process data. It connects to campus management, SAP, EvaSys, Stud.IP or Microsoft 365.
AI helps where documents have to be read or compared, for example when extracting data from certificates or comparing module descriptions for credit recognition. It suggests and documents, but it does not decide: admissions, grades and recognition are still decided by a person. The AI models are interchangeable and prompts are managed centrally.
For many workflows yes, but not as yet another all-in-one suite. Private and dual universities replace their existing system with MR.KNOW one process at a time, starting with applications, examination management or practice partners. Public universities usually keep HISinOne or another campus management system for master data and examination law and extend it with processes that are missing or too rigid there. A scoping workshop clarifies which path fits.
HIS eG terminated the licence agreements for GX and QIS in May 2022. Maintenance and support for SOS/QISSOS end on 31 May 2027; POS/QISPOS and LSF receive their final release in December 2028, followed by 18 months of maintenance. Universities still working with these modules have to restructure their workflows in the coming years. That is the right moment not just to migrate processes but to simplify them.
Yes, via web services (REST and SOAP), database interfaces and the platform's data hub. Typically MR.KNOW reads master data from campus management, runs the case and returns results such as status or documents. Which interfaces your installation offers is clarified in the scoping workshop.
A three-day scoping workshop captures the processes and defines current and target state, followed by a detailed specification of around ten days. After that, the first process usually goes live in the first month. Further processes follow month by month. Because each process starts on its own, there is no single date on which everything has to be switched over.
Getting started with a single assistant or BPM application costs from €603 per month plus VAT, including 100 cases per month. For the whole university there are campus licences as a rental model or for purchase; the price depends on the size of the university. The platform runs in the MR.KNOW cloud or on-premises in your own data centre.
Operation is GDPR-compliant, with a data processing agreement and configurable deletion periods, either in the cloud or in your own data centre. Processes are documented and versioned, and every step is traceable. You decide which reports exist; the staff council and data protection officer are involved from the start.
Yes. Continuing and adult education institutions use the same platform for course planning, online booking, invoicing, attendance certificates and funding reports to the state. It runs in the cloud or on your own servers, and existing data from current course management systems can be migrated.
Your question is not listed? We will call you back.
Request a callbackTell us which workflow ties up your administration most. We will get back to you with a proposal for getting started.
