Built for government together with ministries
The F2 development started together with the Ministry of Social Affairs in 2006. Today eight Danish departments, including the Prime Ministers's Office as well as multiple agencies are currently using F2.
F2 started life as a joint development project between cBrain and the Ministry of Social Affairs in 2006 and then the Ministry of Transport in 2009. The Ministry of Climate and Energy followed, implementing F2 in just eight weeks, and recently the Ministry of Foreign Affairs has rolled out F2 globally at over 100 locations.
Today ten Danish central government departments, including the Prime Minister’s Office are using F2. The Danish Agency for Digitisation and many other agencies have also deployed F2, which means that improvements made for one organisation can rapidly be shared by everybody.
Recognising that a kind of ‘club’ was forming, the Danish Agency for IT worked with cBrain to develop a shared cloud service that offered increased service quality and reduced IT costs by over a third.
Why Permanent Secretaries move to F2
Thomas Egebo, permanent secretary at the Ministry of Climate and Energy, believes F2 has helped him personally save a much welcome two-and-a-half hours a week.
Jacob Heinsen, Mr Egebo’s counterpart at the Ministry of Transport, agrees that the software has also increased departmental transparency and civil servants’ job satisfaction.
“In the past, once employees had finished their work on a document, perhaps to provide an answer to a parliamentary question, they would give it to their boss. But they did not know the status and location of that document in the overall process,” he says.
Transparency and user satisfaction
Jacob Heinsen explains: “With F2, we have increased our transparency. Civil servants can follow the document’s progress in real-time, right up to the permanent secretary and minister, and back. For the employee, that means they can also track the productivity of their boss.”
The transparency has actually helped improve user satisfaction. It is unusual for employees to admit they are happier two months after the introduction of a new case management system.
But 62% said they were satisfied with the ability to find documents and files (up from 12%), 81% were satisfied with the knowledge sharing (compared to 7% previously), and 37% said the new system had increased their overall job satisfaction.
Before the F2 production process was introduced, you could almost follow a document’s progress by where it was being printed. This, along with multiple copies of documents being shared meant there were 25 times more documents in
e-mail than in document management systems.
F2’s adoption has almost eliminated the use of internal e-mail – 50 per cent of all communication in ministries is now through chat rather than e-mail.