Process optimization in public authorities is essential when incomplete documentation, unclear responsibilities, and a lack of transparency complicate internal workflows. In our case, existing gaps led to uncoordinated working methods, repeated approval loops, and extended processing times. Especially in the context of the Online Access Act (OZG), which mandates digital government services, these inefficiencies posed significant challenges. The goal was to analyze existing processes, identify bottlenecks, and implement an optimized target process that ensures transparency, compliance, and efficiency improvements. As an IT service provider, we recognized the urgency of developing a modern IT solution that supports digital workflows while meeting legal requirements.
Without process optimization in public authorities, inefficient structures can burden daily administrative operations and even jeopardize compliance with the OZG. The main challenge was to close existing gaps, actively involve stakeholders, and implement sustainable improvements. Our expertise in IT solutions allowed us to create digital tools that strengthen internal collaboration and improve citizen services. By focusing on both OZG compliance and efficiency, we laid the foundation for a modern, future-ready administrative structure.
Our approach began with a detailed analysis of the current state of workflows within the authority. All relevant stakeholders were actively involved to gain a comprehensive understanding of current procedures, pain points, and dependencies. Based on this analysis, we developed a target process that ensures full OZG compliance and prioritizes digital workflows. This target process was then validated and refined in collaborative workshops with stakeholders to ensure effective stakeholder management and practical feasibility.
The technical implementation relied on a customized IT solution designed to increase transparency, streamline communication, and enhance overall efficiency. The deployment was actively supported to guarantee smooth integration and adoption within the authority. Our IT solution not only meets the legal requirements of the OZG but also enables digital workflows that simplify administrative tasks and improve service quality for citizens.
We provided training for staff, adapted processes to the specific needs of the authority, and ensured that the solution remained flexible for future requirements. By combining technical expertise with structured stakeholder management, we were able to achieve sustainable improvements in workflow efficiency, transparency, and compliance. The result is a model for successful digital administration that can be replicated and scaled across other departments or authorities.
The outcome of our process optimization project is a fully documented workflow that establishes clear structures within the authority. Thanks to the IT solution, all participants can transparently track process steps, improving collaboration and visibility. With OZG compliance, the optimized process promotes digital workflows, reduces coordination efforts, and achieves lasting efficiency gains. As an IT service provider, we delivered a solution that meets regulatory requirements and ensures that the authority is future-proofed for upcoming digital challenges.
Our process optimization approach not only addresses immediate operational issues but also provides a scalable framework for additional use cases. Through effective stakeholder engagement and digital tools, we laid the foundation for a modern, citizen-friendly administration. Increased efficiency leads to faster processing times, while the digital transformation prepares the authority for future requirements and evolving service expectations. Contact us to learn how we can help optimize your processes and drive sustainable digital transformation in your organization.