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New trade register reduces Finnish Patent and Registration Office's processing times by several days

Using the new real-time system, the number of pending registrations decreased by 5,000 between June and the end of October.

Tieto Corporation

Keilalahdentie 2-4 FI-02150 Espoo Finland

'The administrative burden has been reduced quickly and easily thanks to the process. The system's performance has proven excellent and we believe that we will be able to achieve two- or three-day processing times,' stated Rauni Hagman, Director General of the Finnish Patent and Registration Office.

The Finnish Patent and Registration Office's customers were already able to register limited liability companies and submit changes using the business information system. Now the entire registration process is significantly faster thanks to automation of the background processing system and several of the work phases involving payments and registrations.

'We have really increased our processing speed. Switching from paper forms to an entirely electronic system has already reduced processing time by three days,' stated Hagman.

The most important project in the Finnish Patent and Registration Office's history

The Finnish Patent and Registration Office is a highly IT-oriented organisation, where various different deployments are constantly underway. To enable such a large project to be completed successfully it was necessary to keep to the budget and schedule and to ensure a successful, usable result.

'This is the most important project that our organisation has completed so far. Overhauling the trade register system has a significant, wide-ranging effect on Finnish society, so it was important that the project was a success,' Hagman stated.

The project was implemented using a multivendor model.

'Tieto played a significant role in the application development sections, as well as operative services and deployment. Tieto's experienced senior consultants helped the Finnish Patent and Registration Office's project office to prepare and rehearse the deployment, to ensure that it could actually be implemented as planned. The enthusiasm of youthful participants was combined with the experience of more senior parties to enable the project to be completed successfully,' stated Ulla-Maija Sarkkinen, the Finnish Patent and Registration Office's Project Manager.

A major success factor for the project, which lasted several years, was that the key personnel remained the same throughout, both at the Finnish Patent and Registration Office and at the suppliers. In the spring of 2014, all of the parties resolved to bring the project over the finish line.

'The project had several moving parts but, fortunately, everybody had the will and ability to keep things going. The teams showed amazing flexibility. I am proud of our personnel and the contribution made by all of the suppliers,' Hagman stated.

Successful deployment requires practical experience

Through the development, regular testing and dress rehearsals ensured that the deployment would succeed. The first rehearsal tested the conversion functionality and the second focused on the deployment as a whole, along with predictions of what may occur during changeover.

'I praised Tieto's expertise during the change-over and the deployment. They brought practicality and experience to the project, plus they also rolled up their sleeves and got involved without taking a textbook-style attitude,' Hagman stated.

Sarkkinen emphasised the significance of practical experience in deployment projects.

'We needed Tieto's experience. Of course, deployments can be carried out by reading textbooks but it is a totally different matter when the partner has genuine, practical experience. We would not have been able to organise this type of dress rehearsal alone. We benefited from the viewpoints of our partners, both young and old, and we succeeded in organising a personalised deployment.'

Development of automation continues

Hagman explained that the Finnish Patent and Registration Office has developed its electronic services for customers to a high standard in comparison with other Nordic countries and to a middling standard internationally.

The Finnish Patent and Registration Office has further plans in addition to automation. The Finnish Patent and Registration Office is working with the Finnish Tax Administration and Statistics Finland to promote the use of structured financial statements.

The challenge

Manually entering Trade Register applications into the system was tying up a lot of resources and consuming significant time. Processing times were long.

The solution

A multivendor processing system. Our role in the project was to take responsibility for application development and operational services. The system's deployment was preceded by large-scale dress rehearsals, which benefited from our expertise. The multivendor project also involved CGI, Nortal Oy, Nixu Oy, Forgerock Ltd, Accenture and Deloitte Oy.

The result

Processing times have decreased from eight to five days. In the future, the Finnish Patent and Registration Office expects to be able to process applications in two to three days. The process is completely electronic, freeing up human resources to complete work that adds greater value. Faster processing times increase customer satisfaction.

The Finnish Patent and Registration Office

The Finnish Patent and Registration Office registers companies, foundations and associations. It also researches and grants patents, utility models, trademarks and design protection. The Finnish Patent and Registration Office offers a wide range of services including advice, information and training. The Finnish Patent and Registration Office belongs to the administrative sector of the Ministry for Employment and the Economy and it negotiates its operational objectives with the Ministry annually.

The Trade Register is an official public register of companies. The majority of companies are limited liability companies and private sole traders. In addition to companies, some other associations are on the Trade Register, such as limited liability housing companies and right-of-occupancy associations. The Register provides official company data covering the entire country. (Source: Finnish Patent and Registration Office).

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