Sweden is divided into 21 county administrative boards. A county administrative board is a regional governmental, coordinating authority with responsibility for permits and supervision within a large number of areas.

Every day, thousands of cases are submitted to county administrative boards pertaining to everything from animal protection, camera surveillance and building permits to nature reserves.

Today, all sections within the county administrative boards have installed Platina as their administration platform and as the basis of entirely, or partially, automatic e-services. A total of 600,000 cases are administered in Platina each year.

Administrative coordination and creation of a platform for e-administration was prioritized at an early stage by the county administrative boards, who initiated a joint IT unit in 2009. At that time, the Government tasked the county administrative boards with increasing the degree of service offered to citizens and companies, and enhancing the efficiency of their administrative functions.

Challenge

“We needed to become more accessible to citizens, companies and organizations and we could see that applications via e-services would ensure that information would be of a higher quality, that the administration would be quicker and that our clients would receive decisions more rapidly.” states Ewa Larsson, Administrative Manager at the Joint County Administrative Board IT Unit.

“We also noted a lack of uniformity in the processing of cases which could create the risk of insufficient legal security. More efficient processes mean that we can use our skills to address the correct areas.”

Solution – From A to Z

“The goal was that all administrators should execute the entire work process within a given case via new electronic processes. From case registration to decision – from A to Z.” notes Ewa Larsson. “Platina was selected for our joint internal administrative support.”

Standardize and recapture functionality

“From the start, the focus was on standardizing, structuring and regaining the functionality we had built up. One means of doing this was to develop joint functions in Platina, work which we can really benefit from later when we continue to develop services.” states Anna-Karin Daremo, Team Leader for e-administration at the Joint County Administrative Board IT Unit.

E-services for foundations and security companies were launched in 2008 and the thorough work undertaken at the time is now providing the basis for current operations with, among other things, e-services. Each e-service has a public section, where the users register their details via the Internet, and an internal section connected to Platina.

Effects and savings

“A total of 80 percent of all cases from security companies are now registered via the e-service. Of these, there are approximately 12,000 application cases per year and these are now entirely automated.” says Ewa Larsson.

A further effect is that the number of queries and telephone conversations to administrators has decreased.

“With continued development, it is assessed that it should be possible to achieve a 60 percent saving on the investment in the internal system and a 30 percent saving on the public system.” notes Mats Lilienberg, IT Director at the Joint County Administrative Board IT Unit.

Clients Benefits

For the county's citizens and companies, e-services are about lower costs, increased accessibility and support and time saving in application processes, as well as quicker decision-making. Another important effect is that county administrative boards respond in a uniform manner with updated information, which is the same for all of the boards. Uniform administration results in legal security of administration. Via web-based registers, cases are published on the Internet, which provides increased accessibility for the public and for journalists.

Platina as a joint platform

Today, case management is collected in Platina in a common system for all county administrative boards. Here, all cases are registered, not just those submitted via e-services. The system contains a large number of functions such as document processing to link documents to cases, opportunities to utilize various uniform documentation forms, monitoring functions, functions for information exchange between government agencies and the facility to create work flows.

Integration with e-services, payment services, other agencies and systems

Platina is integrated with e-services and other systems. There are external links with the Swedish Tax Agency national register, the Swedish National Board of Housing, Building and Planning System Bofinc (grant system) and the Swedish Board of Agriculture register for animal protection. Internally there are links with, for example, the county administrative board finance system, an automated process in which invoice documentation is exported and registered in Agresso, the financial system.

Future

The next step is to develop, on the basis of Platina, issues regarding the production of new e-services, operationally adapted administration support, digital files, interactive documentation forms, e-archiving and uniform processes. This work was begun in 2011 and is now in full swing.