Common content management solution purchase yields economical savings for Norway’s universities

“A common content management solution has made our resource and cost management more effective as well as increasing communication internally and between the universities. The economical savings are very high as we only pay for one rollout and life cycle management instead of 35”, says André Neergaard, Head of Section for Records and Information Management, Oslo and Akershus University College of Applied Sciences (HiOA).
Uninett case

Over the course of one year 35 public educational and research institutions under Norway’s Ministry of Education purchased and adapted a common content management solution with the help of the public IT organization UNINETT. The previous solution was focused primarily on archiving documents and information. The institutions now wanted the content management system to function as an integral part of their work processes. In addition, the new solution had to adhere to current Norwegian legislative standards (NOARK5).

“When evaluating different solutions, a key factor was user-friendliness and the ability to integrate with other systems in use in our part of the public sector. In actual fact the price only accounted for about 20 % of the decision, which turned out to be a good premise to make sure that user-friendliness and integrability got the emphasis we wanted”, says Olav Isak Sjøflot, Director, Services and Deployment, UNINETT.

The solution is based on the Public 360° product, which is a standardized case, document and archive management system for public administration. The system is built modular which allows different sized organizations to make use of the same system and choose the functionalities they need.

Well organized totality behind the fast rollout

According to Sjøflot, it was important to stick to the planned, effective schedule. A common plan was made to all organizations.

“To succeed in the project, all 35 participating institutions had to conform to the implementation as defined by the project and verified by the pilot institutions. They were kept up to speed and well informed and the rollout was well organized. Tieto delivered as promised and expected in this project”, says Sjøflot.

Communication played a big role in the rollout. A big effort was made to discuss the change as much as possible, and always keeping the user perspective and the benefits in mind. They did not expect the system to adapt to old work processes, instead changing the content management solution was carried out in sync with operational changes. According to Sjøflot, implementing a new system is often a good opportunity to look at established practices with fresh eyes and make adjustments.

Common purchase benefits 15,000 end-users

This implementation of a common content management system is relevant for about hundred organizations within the scope of UNINETT’s IT services. These organizations vary in size from small and, medium-sized units to large organizations, but they still have similar processes in education and research. Since the first year’s rollout new organizations have subsequently joined the same frame agreement.

The content management solution has unified operations and made the processes more effective in working, administration, research and student services. For example, the automated information flow from the student management system has eased the process of finding the information by making the process faster and the information readily available.

“One popular improvement is the eMeetings mobile app where we can participate in meetings, present materials and make notes”, André Neergaard explains.


UNINETT
UNINETT develops and operates the Norwegian national research and education network, interconnecting about 200 Norwegian educational and research institutions and more than 300,000 users, as well as giving them access to international research networks. https://www.uninett.no/en

Challenge
Educational and research institutions under Norway’s Ministry of Education wanted a new, common content management solution. They sought for a solution that would be an integral part of their work processes so that the focus from archiving the documents shifted to actually utilizing the information. In addition, the new solution had to adhere to current Norwegian legislative standards, be user-friendly and able to integrate to other systems in use.

Solution
Tieto’s solution is based on the Public 360° product, which is a standardized case, document and archive management system for public administration. The system is built modular which allows different sized organizations to make use of the same system and choose the functionalities they need. Over the course of one year 35 organizations implemented a common content management solution.

Benefits
The organizations have gained substantial economical savings: shared development and maintenance costs, life cycle management, infrastructure and testing environment. The new content management solution has unified operations and made the processes more effective in working, administration, research and student services. The automated, fast information flow, mobile use and virtual work spaces have speed up the work.

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