Successful Implementation across the organization
For over a decade, Glostrup Municipality has used Acadre from Formpipe, a case management system designed to optimize workflows in the public sector. When the time came for a new procurement process, Formpipe won the contract again, this time with Acadre Web, the advanced cloud-based version.
– Acadre Web is a flexible and intuitive solution with great features and easy installation. The fact that case management is now cloud-based and operates as SaaS simplifies our processes and offers new possibilities, says Ditte Leighton, Head of IT and Digitalization at Glostrup Municipality.
In early 2022, the digital team led by Ditte Leighton launched the transformation process—a complex system implementation rolled out across the entire municipal organization.
Engaging municipal leadership was crucial
A successful implementation required the municipal leadership to understand the importance of their role in the project.
– Without strong support from leadership, it’s impossible to implement such a large-scale change successfully. Digital development projects are 80% organizational change and only 20% technology.
We formed a project management team, a steering committee, and a network of “superusers” with extensive experience and knowledge of Acadre. Ditte Leighton emphasizes that implementing large EDRMS (Electronic Document and Records Management Systems) is always challenging. The most common hurdle is helping users understand why the change is necessary in the first place.
– Early on, we realized the importance of a motivating training plan and created an analog solution to identify each employee’s training needs. This ensured that every user received the right training on how to use Acadre Web.
Visibility and communication
Another critical factor was ensuring the project’s visibility. The leadership team, steering committee, and representatives from all parts of the organization actively participated to ensure visibility leading up to the September 2023 launch
– Visibility was truly a key factor. In collaboration with Formpipe, we organized activities, printed t-shirts, and created posters for the kick-off to build a sense of anticipation and involvement. Everyone involved was highly engaged and inspired—the teams did an excellent job.
The rollout of Acadre Web is now happening step by step. The training plan has been well-received, and the education sessions are enabling users to discover new possibilities in their daily work.
– The staff is highly engaged, and we’ve received positive feedback, especially about how user-friendly the system is. But as with any IT project, unforeseen issues arise, and communication is crucial for the ongoing work.
Glostrup Kommune
Customer: Glostrup Municipality
Sector: Municipality
Headquarters: Copenhagen, Denmark
Facts: Glostrup Municipality has a population of just over 23,000 residents and is part of the Capital Region, located about 10 kilometers west of Copenhagen. The municipality consists of the districts Glostrup, Hvissinge, and Ejby, and is intersected by highways and railways heading toward Roskilde. Glostrup Station is one of the central transport hubs in the capital region, with approximately 17,000 daily train passengers.