University catering - How digitalization is taking hold in Potsdam and Frankfurt (Oder)

"When the idea of developing a delivery system for the student residences came up during the pandemic, we looked around for a solution," recalls Michéle Paschke, Head of the Dining Halls and Cafeterias Department, at the start of the reorganization. It was important to find a partner who could meet all the requirements. These included pre-ordering and payment via app, the integration of Relevo's existing reusable system, the integration of a reverse vending machine for the reusable system and experience with a vending machine manufacturer.

"In the overall project, kamasys convinced us with a holistic solution. The changeover to a new merchandise management system and thus also the necessary conversion of the web menu plan and, above all, the food guidance system was also considered at that time"

- Michéle Paschke

The expectations in Potsdam were high: the aim was to launch a functioning and well-running delivery system for students in the halls of residence. This was implemented using the lunch app from kamasys: students can use the "Mensa +" app to pre-order and pay for meals, among other things. The orders are delivered in Relevo's reusable crockery to the Kaiser-Friedrich-Straße and Stahnsdorfer Straße student residences in Potsdam - a push notification informs them as soon as the food is ready for collection. However, a few hurdles had to be overcome before the system was ready for use: "Our menu planning had to be integrated, and we learned that we needed extra menus for the vending machine. Relevo had to be connected; one-way was out of the question for us. How does the data arrive where and can it then be evaluated? Labels have to be stuck on, the whole thing needs an expiry date and the app needs a maximum quantity that can be ordered. What are the delivery routes? How can we read out the temperature data from the vending machines remotely and, and, and," says Michéle Paschke, summarizing the start of the project. Despite the challenges that arose in between, the first phase of the project was successfully completed and the canteen delivery service to the halls of residence enabled students to eat outside of opening hours - in the evenings or at weekends.

In order to meet the challenges and fulfill the increased expectations, the student union is now relying on digital solutions from kamasys: displays and monitors for the food labelling were already available in the canteens, but the content was maintained manually every day and compiled from various data sources. A digital system is now being used to save time and costs while minimizing the frequency of errors. This presents all content in a uniform design and also takes over the menus from the merchandise management system.

The centerpiece of the collaboration between the Studentenwerk and kamasys is the lunch app: Under the name "mensaTime", students have a bilingual tool at their disposal that can be used to call up the current meal plan regardless of time and place. Another important element is the feedback module. Users can use it to rate meals and rooms and thus actively contribute to quality assurance and improvement. The third pillar for more intensive loyalty is the news module. This enables effective and fast communication on current topics and campaigns. The implementation of the project ran smoothly. Thanks to regular coordination, everyone involved was up to date and minor adjustments could be made promptly. This meant that the set schedule could be implemented effortlessly.

Mit der neuen Digitalstrategie kann das Studierendenwerk Ost:Brandenburg den gesteigerten Ansprüchen der Gäste gerechter werden und sich moderner präsentieren. Die Ausrichtung für die Zukunft ist laut Sören Hilschenz klar:

"The canteen is no longer just a place where food is served and eaten. We see ourselves as pioneers in communal catering and want to offer an essential and attractive meeting place on every campus."

- Sören Hilschenz