State Treasury’s digital case management brings reliability to information flow
Miikka Saarteinen, Deputy Director of the State Treasury’s Information Resources and Development unit.
Studies have shown that a typical expert organisation spends about 25% of its total working hours on information retrieval and related quality assurance. The State Treasury’s operations and expertise are largely founded on information – retaining and using existing information in the context of new funding and reimbursement decisions, for example. The existing paper archives have already filled several kilometres of shelves, and utilising this information requires a great deal of effort.
The aim of the State Treasury is to reduce the time expended on locating the necessary information and increase efficiency. For the most part, the information is intended to be shared, which means all employees must be able to find and access the information. On the other hand, any information that cannot be shared should also be readily available to those who need it.
The solution provided to the State Treasury is based on the Public 360° product, which is a standardised case, document and archive management system for the public administration. It enables the State Treasury to operate in accordance with the Sähke2 requirements for public administration.
“Based on our experiences so far, Public 360° seems like a good product to serve as a foundation for the State Treasury’s case management services. Case management is the core that serves most of our asset operations so that we can provide all customers, from disabled war veterans to financial operators, with modern high-quality services,” Saarteinen describes.
Making information management part of everyone’s job description
Digitising the entire life cycle of document and case management is part of the State Treasury’s Valtikka development project for information management, which was initiated in late 2013. An extensive operational change reform is being implemented alongside the digitisation of the information management systems. Preparing the operating methods for the digital solutions has required change management and precise process plans.
“We are now in the process of implementing the State Treasury’s strategy. Our goal is to integrate the electronic management, sharing and utilisation of information into the day-to-day work tasks of our employees,” Saarteinen explains.
Training has been key to ensure that the staff has the necessary knowledge-based and functional capabilities. Tieto has been responsible for organising the training on the commissioning of the Public 360° system.
First checkpoint reached swiftly and on schedule
In the first phase of the system commissioning, the registry staff began to enter administrative information in the Public 360° system. The commissioning has been swift and continues according to plan towards the ultimate goal of digitising the entire life cycle of case management.
“We have not only implemented a new system but also updated the task classification of the registry to involve more detail. In order for the information to flow in a manageable and intended manner, a certain structure needs to be in place in the background,” Saarteinen describes.
In the final phase, the State Treasury’s various processes will build their own operations on top of the new system. The pilot arrangements will involve the functionalities of general administration, such as planning processes. The staff will begin using the system gradually. The aim is to make extensive high-quality information management part of the work tasks of every employee at the State Treasury.
“We have an excellent and dynamic collaborative relationship with Tieto. We are both committed to the partnership and want to reach a good end result,” Saarteinen summarises.
The State Treasury produces corporate services related to economy and personnel, manages state funds, loans, accounts and injury compensations, and grants citizens reimbursements for injuries sustained in military service and damage suffered due to criminal activity. It also manages state guarantees and interest subsidies.
In addition to this, the State Treasury handles the statutory accident and non-life insurance as well as employer services related to insurance arrangements, and supports operations that promote work capacity among employees. The State Treasury takes care of the estates of deceased persons with no heirs and handles payment exemption applications concerning the state.
The State Treasury provides information services for citizens and helps them to access public services. The head office of the State Treasury is located in Helsinki. It also has operations in Kouvola and Lappeenranta. The State Treasury employs 360 people. The State Treasury operates within the administrative branch of the Ministry of Finance. http://www.valtiokonttori.fi/
The State Treasury wishes to increase the efficiency of its operations and become an internally digital state department by the end of 2017. This means that all information must be transmitted electronically in a fast, reliable manner and in the specified format.
Tieto provides the State Treasury with a solution based on the Public 360° product, which is a standardised case, document and archive management system for the public administration. It enables the State Treasury to operate in accordance with the Sähke2 requirements for public administration. In addition to this, Tieto is responsible for providing the training required for commissioning the system.
Ensuring that the necessary information is shared, readily available and focused to each respective user increases the efficiency of the State Treasury’s operations. This is reflected in saved person hours. The solution increases the transparency of case management, supports the further development of electronic services and enables the efficient life cycle management of information and documents.