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City of Mikkeli, Smart and Digital

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City of Mikkeli in Eastern Finland made a public promise to Finnish government: Mikkeli will become a leading city of economic productivity development in Finland. Today, five years later, this promise has been filled. This journey was accomplished in development program called Promise 2016, delivering measured productivity gains through digitalization of business processes and comprehensive cloud solutions. Above process optimizing and application solutions, the key was to change the way to think, and highlight the customer and service focus for all city's activities. This session will show the concrete steps on the road to productivity. It will present the cloud solutions like eServices, case management and eArchiving and show also the productivity metrics in financial, environmental, process and customer point of view.
Speaker: Juha Ropponen
Katariina Ryhänen

Publié dans : Technologie
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City of Mikkeli, Smart and Digital

  1. 1. Fujitsu Forum 2017 #FujitsuForum
  2. 2. Mikkeli Development Miksei Juha Ropponen Development Director juha.ropponen@mikseimikkeli.fi Tel. +358 50 345 4311 www.mikkeli.fi www.mikseimikkeli.fi Katariina Ryhänen Consultant Intelligent Enterprise katariina.ryhanen@fi.fujitsu.com Tel. +358 50 311 7202 City of Mikkeli, Smart and Digital
  3. 3. 1. Introducing city of Mikkeli  City of Mikkeli is 1 % of the Finnish population  Mikkeli’s area is 1 % of the Finnish area  Mikkeli has 2 % of total Finnish inland waters 2. Mikkeli’s promise to Finnish government  Mikkeli is going to be a leading city of economic productivity development 3. Development program called Promise 2016  Motivation  Purpose  Productivity gains 4. Fujitsu’s role and CaseM Information Management solution 5. Productivity and savings from different angles 6. Where from now on? – Memory Campus 7. Contact information Agenda
  4. 4. Small big city Population is 1 % of total Finnish population
  5. 5. Vitality from Saimaa Mikkeli’s area is 1 % of total area in Finland
  6. 6. Lake Saimaa begins from here Mikkeli has 2 % of total Finnish inland waters
  7. 7. Mikkeli is the new Gotham -city Home town of new super hero Rendel
  8. 8. In August 2012, City of Mikkeli made a promise for Finnish government Mikkeli made a promise to Finnish government in August 2012: Mikkeli is going to be a leading city in productivity development in Finland. The change was promised to do so that operations are simultaneously socially and culturally in harmony, and environmental impacts are minimized.
  9. 9. The motive of this promise
  10. 10. Finnish Public Sector Total Expenditures 1990 – 2015, from GDP
  11. 11. Regressive productivity development of Finnish municipalitiesindex Education Health Care Social Services Total
  12. 12. A four year development program called Promise 2016 was established (2013 – 2016)
  13. 13. 24.11.20 16 Government 3/2013 - 3/2015 Construction and Environment 1/2014 - 4/2016 Education and Culture 4/2014 - 4/2016 Health Care and Social Work 1/2013 - Program was done in four fronts
  14. 14. Improving Efficiency by Digitizing Processes ImprovingEfficiency/Savings Level of Digilization Process based solution Form based solution Gartner Group, Bill Gates, Business @ Speed of Thought Print and fill: Savings /event $ 14,00 Fill and print: Savings /event $ 16,25 Authenticate, fill and send: Savings /event $ 97,00 Electronic processing: Savings /event $ 154,00 Integrations to background systems
  15. 15. Comprehensive digitalization of government
  16. 16. Cultural Change to Service Organization Starting the Promise 2016 Development program, Development plans for centric functions of city Choosing a strategic partner for developing solutions and processes Case management project (CaseM), pilot role in the project eMeetings and eServices, eArchive (CaseM) Steps for Success, Digitizing Government
  17. 17. What kind of savings we wanted?
  18. 18. Savings view for new digital ways of working Time Savings  Savings in working hours  Faster processing times – manual stages are decreased  Digital signature  Savings in travel time and services at home
  19. 19. Savings view for new digital ways of working Financial Savings  Savings in man-days  No need to invest in new archiving properties/estates  Savings in printing and mailing costs  Meeting and travel savings
  20. 20. Savings view for new digital ways of working Savings through Quality  Unite ways of working  Collaboration  Government transparency and availability of information  Service availability, 24/7  Customer focus
  21. 21. Savings view for new digital ways of working Environment  Printing and mailing cost are decreased or eliminated  Digital approval and signing  Logistics, transitions  Savings in real estates cost through moving to digital archiving
  22. 22. CaseM Services  Comprehensive IM Service, based on different modules  Enables genuinely digital and interactive ways to work  eProcesses and eServices  Comprehensive view and visualization of a case Model  Execute  Visualize  Increased customer and employee satisfaction  Quick and measurable productivity gains  Productized customer roll outs, standard API and services for integrations  Secure SaaS service, enabling reliable 24/7 services
  23. 23. CaseM Services, eServices  Enables genuinely digital services o Fully digital service chain, decisions straight to end customers (e.g. citizen’s) own account o Possibility to monitor progress of a case in real time  Enables government’s transparency in decision making  Easy to use form editor (drag and drop) and workflow functions  eServices are established in service platform  eServices utilizes CaseM Classification module to follow the process modelled and to acquire the correct metadata  Possibility to utilize various authorization services to identify and manage user accounts
  24. 24. CaseM Services, Case and Document Management  Process-based case management o Case management based on processes and information classifications o Visualized processes, guiding users showing the previous, current and next actions o Opening a case, editing, commenting, approval and sharing o Intuitive user interface, based on user roles  Document management functions, templates and ja structured documents  Decision making  Dynamic searches, full text and metadata searches  Contract management functions, e.g. contract period alarms  Excellent for both public and private sector organizations
  25. 25. CaseM Services, eMeetings and Collaboration  Establishment and preparation of meetings o Scheduling a meeting, selecting committee and participants o Attaching cases and attachments o Creating an agenda, sending the invitation and link for meeting space  Managing the attendance information, including disqualifications and absence information  Discussions /chat either public or within limited parties, e.g. within a political group  Electric voting and requests for speech  Automated generation of the minutes of meeting, based on attendance information, voting information and decisions made.
  26. 26. Digitize the Entire Service Chain with CaseM eServices eMeetingsCase and Document Management Publishing eArchiving
  27. 27. Savings view for new digital ways of working Time savings  Savings in working hours  Faster processing times – manual stages are decreased  Digital signature  Savings in travel time and services at home Financial savings  Savings in man- days  No need to invest in new archiving properties/estates  Savings in printing and mailing costs  Meeting and travel savings Savings through quality  Unite ways of working  Collaboration  Government transparency and availability of information  Service availability, 24/7  Customer focus Environment  Printing and mailing cost are decreased or eliminated  Digital approval and signing  Logistics, transitions  Savings in real estates cost through moving to digital archiving
  28. 28. How we succeeded?
  29. 29. Savings, Summary ~ 25 000 hours ~ 100 000 € Better Services ~ 86% Less Environme ntal Emissions Total potential for savings /year 650 000 €
  30. 30. Where from now on?
  31. 31. Center of Expertise and Service for Digization is build in Mikkeli. The project is remarkable also on a European scale Vaihe 2. Memory Campus National Library Storage Library 1 Area: 5000 m2 Capacity: 80.000 shelf meters • Mass Digization • Special Digization conservation Premises for Companies Stage 1. Central Archive Area: 5000 m2 Capacity: 71 000 shelf meters Stage 3. National Library Storage Library 2 Area: 5000 m2 Capacity: 80.000 shelf meters Stage 2.
  32. 32. Questions! What is the total saving potential in digital transformation, for Finnish municipalities, when City of Mikkeli saved 650 000 € / year?
  33. 33. Mikkeli Development Miksei Juha Ropponen Development Director juha.ropponen@mikseimikkeli.fi Tel. +358 50 345 4311 www.mikkeli.fi www.mikseimikkeli.fi Fujitsu Finland Katariina Ryhänen Consultant Intelligent Enterprise katariina.ryhanen@fi.fujitsu.com Tel. +358 50 311 7202 Thanks!

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