THE MINISTRY OF EDUCATION, SCIENCE, AND SPORT OF REPUBLIC OF LITHUANIA
PROCESS AUTOMATION AND E-DOCUMENTS SYSTEM TO IMPROVE MINISTRY’S EFFICIENCY

ABOUT CUSTOMER: The Ministry of Education, Science and Sport of Republic of Lithuania is a strategic government institution for implementation of the state’s policy for science, studies, and lifelong learning. The ministry governs over 100  subordinate institutions and organizations in Lithuania.

 

ORGANIZATION
NEEDS

THE MAIN BUSINESS OBJECTIVES  

The legislation information and documents flow between the ministry and other subordinate organizations or other government bodies was on a paper basis, supported by paper post-delivery. This method of signed documents exchange was costly both: on time, and on budget. 


Rural regions organizations did not have supportive infrastructure and allocated budgets to ensure secure, fast, and convenient documents signing and exchange. 


Timely, costly, and not efficient process of creation, collaboration, and resolution of all types of documents (internal – employees’ requests, outgoing legislation documents and information, in-coming requests and legislation documents). The document workflow had too many steps, took too many work hours, and was vulnerable to human factor mistakes. 
 

EXPERTISE 

PROVIDED

ADDENDUM provided expertise in the following areas:

  • Ministry organizational workflow and processes mapping and analysis. 

  • Technical and Regulatory Requirements gathering and mapping. 

  • Test Strategy Preparation.

  • Solution Design (Architecture) on the Microsoft SharePoint platform.

  • Development.

  • Integration of qualified, certified e-signature services. 

  • Quality Assurance.

  • Operational and Maintenance Support (Continuous development).

TECHNICAL SOLUTION

  • Solution designed on Microsoft SharePoint platform activating out-of-the-box SharePoint Services and features: Workflow, TimerJobs, Search, Web Publishing, Office Online Server, Word Automation Services, and rich API for customization. 

  • E-signature third-party solution integration, ensuring high-security standards, and regulatory compliance.

  • The technical solution comprises SharePoint Farm On-Premises and integration with Active Directory Single Sign-On.

FUNCTIONAL FEATURES

One-stop-shop for all types of documents and requests generated in Ministry:

  • Fully automated document life-cycle of in-coming, out-going, and internal documents. 

  • Resolutions assignment and control. 

  • Qualified electronic signature.

  • External document signing portal. 

  • Automatized vocational, business trips, remote work request processes.

  • Workforce time management.

  • Intranet.

  • Off-boarding process. 

  • Scanning and optical character recognition (OCR).

  • Integration with email systems.

  • Time off management (Time Off Tracking, Sick, Vacation, and Other Accruals, Time Off Calendar Feed, Time Off Requests & Approvals, Time Off Reporting, Holidays).
     

RISK

MITIGATION

The goal to remain relevant and digitally savvy had plenty of obstacles: current ways of working, level of digital literacy, security concerns, legislation, and lack of standard processes. We identified the tension between the need for innovation and the pressure to maintain continuity, social order, and stability.


To reduce resistance to change project team:

  • Communicated heavily on why the changes will happen as well as what opportunities and outcomes the changes bring along, for example, better performance, cost savings, increased productivity and job satisfaction, reduced levels of uncertainty and stress. 

  • Provided resources that employees can use to prepare for new developments.

  • Provided training classes on how to use the new technology.

The designed solution’s most vulnerable part – e-signature services - meets the strict requirements under eIDAS regulation, enabling e-signatures to be equal to the handwritten ones and accepted in all the European Union member states.

BUSINESS
OUTCOMES

Along with the new Ways of Working the efficiency and productivity of ministry and subordinate institutions increased. The Ministry of Education, Science, and Sport – is now officially a paperless ministry with all the benefits the custom software could bring in:

In the first year of exploitation near 85% of paper documents, were converted into electronic ones. During the second year, this number increased up to 96%. And during Covid-19 lockdown, the system was up and running at 100% without any disruptions!

The ministry cut on time and budget COSTS about 80% by eliminating printing costs, paper post-delivery services, and shortening delivery and on-hold time. 

Subordinated institutions in rural regions received an effective and operative collaboration model without any additional investments on infrastructure development. The single investment of the Ministry of Education, Science, and Sport solved their need to have the ability to sign documents with certified, qualified e-signature and mobile e-signature. 

Improved and optimized internal processes for workforce management.:

  • About 80% of processes perform system with limited input from employees. 

  • Top management can sign multiple homogenous types of documents with a few clicks.

  • Automated workforce time management and automated reports on work hours.