Today's public administration is caught between the conflicting demands of efficiency and citizen welfare. In this context, the classic structure of administration often poses a challenge. Outdated technology and related slow processes limit not only efficiency but also flexibility. This is particularly visible when the administration has to overcome interdepartmental or unforeseen hurdles.
However, the real capital of any organization lies in the flexibility and efficiency of its workflows. Optimizing this is less a question of resources than of wisely allocating and modernizing existing capacities. The right software for public administration plays a decisive role in this.
We show you how and where the public sector can use digital applications to both create monetary added value and align its operations more specifically with the common good. In this way, we reveal how, with the right adjustments, public administration can become a high-performance, future-oriented entity and thus take a pioneering role in the digital transformation.
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The most Important in a Nutshell
- Software in public administration makes processes more efficient and secure, optimizes communication with citizens and thus strengthens trust in public authorities.
- Areas of application for software cover almost all areas of administration - from electronic file management and e-government services to financial management.
- Public institutions can automate their processes particularly efficiently with the AI software Konfuzio. Let yourself be guided now by consulting one of our experts!
Areas of Application of an administration Software in the public Service
A look at possible areas of application shows how essential administrative software is in the public sector. AI-driven solutions in particular make it possible to digitally automate processes in almost all areas of work:
Digital inbox and omnichannel communication
Public institutions process vast quantities of documents and files. An electronic document management system in public administration makes it possible to digitally store, organize and efficiently retrieve files and mail. One example of this is the introduction of an electronic archiving system in a city planning office. This thus stores all building applications, construction plans and permits digitally and makes them easily accessible to employees. This in turn speeds up processing times and reduces paper consumption.
However, digitizing documents is only the first step in mature omnichannel communication.
Via AI, public administration can also sort documents and track information contained in them in real time. Individually collaborative digital solutions thus help cities, municipalities and local authorities to optimize and automate daily work steps in incoming and outgoing mail (and numerous other areas). How this works in practice and how companies and public institutions benefit from it, we explain in our E Mail Post.
The fact that public administration has already started with digitalization and automation is shown by the current cooperation between the AI technology company Helm & Nagel GmbH and Wolters Kluwer, a renowned provider of professional information services. Together, the companies have the goal of sustainably improving the efficiency of administrative processes in municipalities, cities and counties.
Software in public administration enables the provision of e-government services with which citizens and companies can make online applications, retrieve information and make payments. One example is the establishment of an online platform for applying for ID cards and passports. Citizens can make appointments, fill out applications and pay fees online without having to go to the authorities in person.
Financial and budget management
Software solutions help the public sector with budgeting, accounting and financial planning. For example, if a municipality uses specialized financial software to create budgets for different departments and track expenditures throughout the year, it ensures that funds are properly allocated.
Personnel management and payroll
Personnel administration maintains employee data, creates payrolls and logs working hours. Public administration software helps process and evaluate this information efficiently. One example is an application that allows civil servants to apply for vacation days online and record working hours, which helps the HR department with payroll.
Communication and public relations
Public administration communicates information to citizens and the media. Communication software and content management systems (CMS) help with this. One example is social media software, which institutions use to coordinate their communications on platforms such as Facebook and Instagram. In doing so, they schedule posts to make important announcements, respond to citizen inquiries and encourage citizen engagement. Analytics tools in the software also give city governments insights into the effectiveness of their communications strategies.
By the way
We are happy to support you in making your processes more efficient. For this purpose, we offer Konfuzio, an AI software with which public administration can automate data extraction processes, for example. In practice, however, automations are possible in almost all areas.
For this, Konfuzio has pre-trained categorization models, file partitioning algorithms, and hybrid extraction AI.
Cities and municipalities are digitizing processes and becoming part of the automation elite in Germany. In this way, you not only design complex processes efficiently, but also offer employees particularly attractive working environments and extensive digital support.
Benefits of a Software for public Administration
The areas of application of administrative software in the public sector already give an idea of how comprehensively institutions benefit from an intelligent solution. They work more efficiently, more securely and closer to the citizens. What are the benefits in detail?
Simpler management processes
Process management software in public administration automates and simplifies processes, resulting in greater efficiency and faster processing of applications. Cities and towns thus increase the satisfaction of citizens and reduce the workload of employees. Common software applications for this include these:
Nintex is a process management software for public administration to efficiently digitize and automate workflows. To do this, the application offers a user-friendly drag-and-drop interface that allows institutions to create and manage their workflows quickly and easily. Nintex has integrations with applications such as SharePoint, Salesforce and Office 365.
Kissflow is a cloud-based platform for process management and workflow automation. Similar to Nintex, facilities use Kissflow to organize their workflows by automating them digitally. To do this, the application has an intuitive user interface and a variety of integrations with other applications such as Google Workspace, Salesforce and Zapier.
ProcessMaker is a software for public administration, with which facilities can automate workflows in a way, that eliminates simple, repetitive tasks for employees. It offers a flexible architecture and a variety of integrations with applications such as Zapier, Salesforce, and DocuSign.
The use of administrative software in the public sector enables the integration of artificial intelligence in everyday processes. Institutions benefit from this along their entire value chain. For example, AI relieves employees, especially in simple, repetitive tasks such as data processing and data evaluation. It also supports public institutions in decision-making and risk management by recognizing patterns in large amounts of data and making predictions about future developments. These 3 vendors are established for this purpose:
Konfuzio supports you in efficiently understanding and validating data from documents. The software does this thanks to Machine Learning and Deep Learning, beyond partial automation of processes and offers end-to-end automation. To do this, facilities can train AI to extract real value from their data. So you know from the start what value you can generate with Konfuzio, the platform has an AI marketplace. In it, you buy state of the art and ready to use AI models for your facility,so it is clear from the beginning which goals you will achieve with Konfuzio. To convince yourself of the potential of the software, it offers a free test phase too.
ELOenterprise is a powerful enterprise content management solution that enables the public administration to create an individual archive structure. For this purpose, the software offers extensive options for assigning rights as well as functions such as versioning, references, links and an efficient search. It also supports various databases and enables audit-proof archiving.
Origoss Solutions is an expert in cloud-native technologies, focusing on cloud-based service consulting and integration. The provider supports companies of all sizes on their path to digital transformation by creating customized solutions. Origross Solutions' services include Kubernetes, the ecosystem around Kubernetes, and the most popular enterprise Kubernetes distributions and managed Kubernetes services.
More efficient collaboration
Software enables better collaboration between employees in administrations and agencies by making it easy to collaborate on documents and share information. The following 3 solutions have established themselves for this purpose:
|Main function and benefit
|AvePoint offers a cloud governance solution that enables usage behavior to be controlled through policies.
|Risk minimization through policy controlImproved collaboration within the administration
|ibo offers software for public administration that enables efficient work, transparent team cooperation and high productivity.
|Preparation of organizational manuals, job sizing and project managementDigitization of auditing processes and central database for access to audit files
|Unit4's financial and HR solutions enable public sector organizations to increase productivity, reduce costs and effectively plan for the future.
|More efficient management of projects and tasksFinancial and procurement managementCore functions for HR
In public administration, software enables better communication between authorities and citizens. In practice, this means that institutions handle both internal and citizen concerns more quickly. The following 4 providers are suitable for this:
Integreat is a mobile app developed by Tür an Tür - Digital Factory gGmbH to help newcomers to Germany get started in their new home. The app offers information on various topics such as education, work, health and leisure in different languages. The goal is to make it easier for new arrivals to access important information and thus to facilitate integration into German society.
Imory has developed an integrated solution that enables public administrations to plan, develop, measure and manage citizen communications. The tool uses artificial intelligence, cognitive search, and sentiment analysis to proactively search for and monitor topics. With Imory, institutions not only improve their communication, but also better align their decisions with the needs of citizens.
GovPilot offers a platform for municipal administrations to digitize their services and optimize communication with citizens. With GovPilot, administrations automate their processes, accept applications online and track the status of applications in real time. This helps to increase citizen satisfaction and boost administrative efficiency.
SeeClickFix provides a mobile app that citizens use to report problems to their local government. With the software, administrations respond so quickly to the needs of the population. In addition, the app has features for monitoring progress and communicating with citizens to promote transparency and trust.
Software reduces costs in public administration. One important aspect is the automation of workflows. Administrations thus shorten their processing time for applications, for example. This reduces the effort and thus the costs for each request. In addition, the use of software also reduces paper consumption. Because: With applications, institutions digitize their documents and forms so that printing them out becomes superfluous. These 3 solutions are suitable for this:
Adobe Sign is an e-signature solution that reduces paper use and digitizes government processes. With Adobe Sign, institutions sign and send documents digitally, which speeds up the document approval process and eliminates the need for physical signatures. It also offers integrations with a wide range of applications, making it easy to deploy into existing systems.
Similar to Adobe Sign, DocuSign provides an electronic signature platform to automate agreement processes. With the software, institutions speed up the document approval process and eliminate the need for physical signatures. In addition, DocuSign provides capabilities to authenticate signers and track the status of documents, increasing security and transparency.
Kofax is a document management system for public administration. The software automates digital processes and thus increases efficiency. To this end, Kofax offers functions for document capture, processing and storage as well as for the automation of workflows. In addition, the application enables integrations with a wide range of other tools.
Public administration software increases transparency by providing information online and enabling citizens to track the status of their applications online. This improves citizens' understanding of the work of the administration and strengthens trust in public institutions. The following programs have established themselves for this purpose:
|Main functions and benefits
|Platform for governments to share data with citizens.
|Data is made transparent and trust in public institutions is strengthened
|Functions for publishing, visualizing and analyzing data.
|Cloud-based platform for financial transparency and performance management in government
|Visualization of financial data, preparation of reports and monitoring of performance indicators
|Platform for local governments to share financial information with citizens
|Similar functions to OpenGov: visualization of financial data, reporting and monitoring of performance indicators
Higher data security
Software helps increase data security in public administration in a number of ways. One way is by using encryption technologies to ensure that sensitive data is protected during transmission and storage. For example, institutions use email services with end-to-end encryption to ensure the confidentiality of messages.
Another option is to conduct regular security checks to ensure that IT systems are up to date and protected against cyber threats. Antivirus software and firewalls, for example, are ideal for this purpose to ward off attacks. Finally, access control mechanisms make it possible to ensure that only authorized persons have access to sensitive data. Password policies and two-factor authentication are used, for example. To ensure higher data security time, the following vendors have proven to be powerful:
Symantec is a security software that was acquired by Broadcom Inc. in August 2019. It offers email security and encryption solutions that help public administrations and businesses secure their communications and protect sensitive data.
McAfee provides endpoint security solutions to protect against cyber threats. With McAfee, agencies secure their IT systems and protect sensitive data. McAfee Total Protection provides straightforward protection when surfing and communicating within the agency and with citizens.
Trend Micro is a company that provides cloud-based security solutions to protect against cyberattacks. The software uses advanced AI learning technology to stop ransomware, for example. Its comprehensive mechanisms also make the provider suitable for protecting financial data, for example.
3 important use cases of a software for public administration
The areas of application and the resulting benefits of software for public administration are far-reaching. What important role artificial intelligence, has in this, show the following 3 use cases:
1. Read out land register extract by KI in the planning approval procedure.
Software with AI automates comprehensive document processes:
To plan and implement a new highway, authorities need years or decades on average. This is because construction has a major impact on the surrounding area, so a so-called planning approval process must be opened beforehand. To do this, the government must identify all owners and encumbrances of the underlying land. In this process, it has to examine thousands of documents.
Software with AI helps authorities plan a new route by browsing through countless documents such as land registry excerpts and extracting important data from them, such as the landowners, their addresses, and the ownership structure. By automatically identifying the landowners and their respective land encumbrances, the authorities are able to approach the landowners and work out the details necessary to build the route.
2. Law enforcement email analysis with AI.
In law enforcement, an AI assists authorities in this way:
In order to search through suspicious content in criminal proceedings, authorities often have to sift through thousands or tens of thousands of e-mails. This is enormously resource-intensive and takes a lot of time.
AI software speeds up this process by recognizing, extracting and evaluating conspicuous data such as a certain choice of words, exchanges between certain people and their positions. This way, authorities know within seconds which email traffic they should investigate more closely.
3. Process rental agreements with KI
With contract management software, public administration processes leases efficiently:
If persons wish to apply for a secondary residence, they must submit their rental agreements to the appropriate citizens' office. This is the only way the city can calculate the second home tax. This process requires the input of various employees from different public institutions.
An AI application is able to automatically read out the required information such as names, addresses and bank accounts, extract them and forward them to the authorities responsible thereafter.
Would you like to learn more about the use of AI software in public administration? Then talk to us now with one of our experts!