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

'The content management solution has made resources and cost management more effective, while also increasing communication internally and between the universities in Norway.

Kimmo Hannus

Head of Sales

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 organisation 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 the other systems in use in our part of the public sector. In fact, the price was not the major deciding factor, which was a good premise to make sure that user friendliness and integrability got the emphasis we wanted,' said Olav Isak Sjøflot, Director, Services and Deployment, UNINETT.

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

Well-organised totality behind the fast roll-out

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

'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 roll-out was well organised. Tieto delivered as promised and expected in this project,' said Sjøflot.

Communication played a big role in the roll-out – discussing the changes was prioritised, always keeping the user perspective and the benefits in mind. They did not expect the system to adapt to old work processes. Instead, a content management solution was changed in tandem 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 100 organisations within the scope of UNINETT’s IT services. These organisations vary in size from small and medium-sized units to large organisations, but they still have similar processes in education and research. Since the first year’s roll-out, new organisations 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.' says Sjøflot.

UNINETT

UNINETT develops and operates the Norwegian national research and education network, interconnecting approximately 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 utilising 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

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

Benefits

The organisations have gained substantial economical savings, shared development and maintenance costs, lifecycle management, infrastructure and a 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 workspaces have sped up the work.

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