Public Sector · Digitalisation
Digitalisation of public sector procedures.
Mapping the procedure, removing duplicated steps and moving it into a system - with traceability preserved.
When public bodies bring us in
- you're preparing a tender and need a supplier
- the project needs several disciplines at once
- an existing system needs extending or connecting
- a procedure needs digitalising from application to decision
- long-term support after handover is required
What this means for the contracting authority
- Traceability for every step of the procedure.
- Documentation that matches the tender requirements.
- One accountable partner even with several vendors.
- Acceptance testing against pre-agreed criteria.
- Support and development after handover.
Problem → solution
Paper rarely disappears on its own
A procedure often gets digitised only at the two ends: the application arrives online, the decision goes out online, and in between things are still printed, signed and carried between offices. The saving is small, because all the manual handling remains.
So before building we map the whole procedure, including the steps that appear in no rulebook but happen in practice.
- who receives the application and who reviews it
- where it waits for a signature or approval
- which data is retyped from one system into another
- where the most common errors occur
- what is prescribed by law and what is habit
- what has to be retained and for how long
Traceability is a condition, not an extra
In a public procedure it must later be possible to show who did what, when and on what basis. An electronic procedure does this better than paper - but only if the audit trail is built in from the start and cannot be bypassed.
- a record of every status change with user and time
- attachments retained in the form they were submitted
- locking the record once the procedure closes
- exporting a case file for the archive or an audit
- separate permissions for viewing and for editing
When clients come to us
- the procedure is written in a rulebook and runs differently in practice
- the same data is entered several times
- documents circulate on paper between offices
- backlogs grow and headcount does not
- a change in the rules requires the procedure to be reworked
What you receive
- a map of the procedure everyone can read
- a simplification proposal before anything is built
- an electronic procedure with an audit trail
- a transition plan and parallel-running period
- staff training
How we run a public project
Requirements
Tender and technical requirements are translated into a delivery plan with milestones and responsibilities.
Project management
One contact, regular progress reporting and subcontractor coordination in one place.
Quality and security
Test scenarios, a security review and compliance with the client's requirements before acceptance.
Documentation
Technical and user documentation, instructions and training material.
Acceptance and SLA
Acceptance testing, handover and support with agreed response times.
Related work
FAQ
Do you help prepare tender documentation?
We can contribute to the technical part and clarifications, within public procurement rules.
Who manages the subcontractors?
We do. The client has one contact and one progress report.
What does post-handover support include?
Agreed response times, defect resolution and enhancements as agreed.
Related solutions
Sounds like your project?
Send us the project description, your existing system, the tender documents or the event date.