Gentofte Municipality

Collaboration platform creates new cohesion in Gentofte municipality

How can a municipality prepare for the future in a time of encompassing changes in IT-systems, supplier landscape, joint municipal initiatives and local cost-saving measures?

Challenge

After an analysis by Gentofte Municipality, five strategic disciplines were identified as the areas key to improving the municipality's efficiency. At that time, the municipality had aging systems: an Intranet and an ESDH system (Captia/ScanJour).

The municipality chose to offer two solutions in a combined request for tenders, after the municipal analysis concluded:

” There is still a need for a platform that supports the intranet and ESDH-functionality – but there is also a need for redefining the terms and creating a cohesive platform that integrates the intranet and ESDH-functionality, as well as supports collaboration between employees within the municipality.”  

The goal for the new solution was to make available, and thereby make useful, the large amount of knowledge and experience that the employees have with an eye on creating better workflows and partnership.

 

Solution

Netcompany and Gentofte Municipality, have, through an agile implementation period, divided into 3 instalments, together established the partnership platform

The solution is built on 3 cornerstones. 

  • An intranet that ensures continual communication and information to employees. 

  • ESDH by Netcompany’s standard case platform, GetOrganized, that supports all the formal record, public-access and archive requirements surrounding topical cases, local cases (cases that are localised by the municipality's GIS system) and civil cases.

  • The work space is based on GetOrganized which, through cooperating components, such as discussion forums and social technologies, facilitates dynamic teams to coordinate efforts and initiatives across departments, times and places.

The platform foundation, based on Microsoft’s technology, creates a lateral synergy, where seamless integration between the collaboration platform, Skype for Business and the Office package, enables employees to collaborate on cases and documents in both real-time and asynchronously.

In connection with the contract, Gentofte Municipality chose to delegate the assignment of operations supplier, so Netcompany has both implemented the solution, and also maintains the daily operation of the platform. 

The platform is geared for the expansion of other systems and process areas through GetOrganized ”app builder” which can be put on the platform. Gentofte has a platform that is ready to meet the future’s needs for efficient management and support of workflows.

 

Results

The solution has created a virtual work space where there is, on the same platform, easy access to colleagues and municipal knowledge, as well as cases that have direct relevance to the municipality's daily operations and citizen service. The solution proved to be successful and was easy for the employees to manage. 

The solution is so popular that it helped itself get started. Jeppe Bøgh Anderen, director of Economy, citizen service, HR, business development and IT, says:

” The support agents have created a work space where they collect knowledge of the new system. They have used the debate forum intensively to clarify options and answer questions, which means that questions and answers are documented – so other support agents and the rest of the municipality can make use of it.” 

On the platform, each of the employees have their own personal site, where activity, personal documents and a visualization of the municipal organization and the employee's position herein is available.

The solution has created a virtual work space where there is, on the same platform, easy access to colleagues and municipal knowledge, as well as cases that have direct relevance to the municipality's daily operations and citizen service. The solution proved to be successful and was easy for the employees to manage. 

The solution is so popular that it helped itself get started. Jeppe Bøgh Anderen, director of Economy, citizen service, HR, business development and IT, says:

” The support agents have created a work space where they collect knowledge of the new system. They have used the debate forum intensively to clarify options and answer questions, which means that questions and answers are documented – so other support agents and the rest of the municipality can make use of it.” 

On the platform, each of the employees have their own personal site, where activity, personal documents and a visualization of the municipal organization and the employee's position herein is available.

Gentofte Municipality has gotten more than just an IT-system. They have received a platform that can easily expand with new areas and dedicated systems. 
E.g., the municipality itself has implemented a new politician-solution commissioned by the mayor on the platform within few weeks, after a decision regarding the implementation of job selection by the Local Government, law §17 stk 4.

Gentofte implemented the solution independently by using the platform's functional elements, and configured them for the specific purpose.

Gentofte Municipality regularly assesses which of their emerging management-needs or consolidation-measures the platform can facilitate.

E.g., the municipality is already expanding the platform with a business intelligence center where business information can be generated and furthur developed by management and other interested parties. 

The platform is used for:

  • Contract handling
  • Institution areas
  • Process support of, e.g., letters from the mayor. 
  • ITSM-system

Gentofte Municipality has gained a modern IT-platform that supports the bredth of the municipalities interests in a single system.

Would you like to know more?

Michael Ekegren Christensen

Partner