Agency renews workflows in record time with targeted digital efforts

Introduction

In just four months, the Danish Agency for Higher Education and Science has implemented F2 as an EDRM system and digitized 10 processes in the platform. With strong organisational anchoring and joint management responsibility, the project has been a success, ensuring better business understanding and collaboration within and across the units

Case metrics

Key statistics

processes and workflows were digitalised in the agency

months implementation time from project start to delivery

units in the agency were supported with processes

The challenge

The Danish Agency for Higher Education and Science went live with 10 processes within 4 months

At the turn of 2022-2023, the Danish Agency for Higher Education and Science implemented F2 as an EDRM system across the agency and digitized 10 processes in parallel with the implementation.

The agency focused on anchoring the project organizationally in the management so that there was both organizational support and the necessary business understanding.

The project was not run as an IT project, but as an organizational project with a focus on business needs.

In an IT project, there are many employees who do not necessarily see the direct value for themselves. By viewing the project as an organizational value instead, it was not seen as a replacement of an IT system, but as a tool for the organisation that would support employees in their daily workflows.

"The approach was that we didn't treat the IT project as an IT project, but as an organisational project."

Jimmy Bruun Felthaus

Head of Office at the Danish Agency for Higher Education and Science

The solution

Management buy-in was an important part of the project's success and ensured shared responsibility

Joint responsibility was taken at management level. This ensured both management support, but also the necessary understanding of both the business and the organisation. There was a focus on the fact that the project team and the agency could only drive the project part of the way, and the broad joint responsibility was necessary for success.

The project started with a large joint workshop, where cBrain met with 15 participants from the agency's six units where the processes were to be supported. A joint management overview of the various workflows and existing systems was created.

The approach was to work with each of the six units individually, but anchored in the project. In order to customise the support, the decision was made to work with each of the six units individually, so that unique courses would be developed based on the respective needs. All programmes were based on the standard F2 software.

For example, for the general implementation, a decision was made that management would not receive submissions via email, as this would be done through F2's own approval module. This helped to get the organisation into using the new system faster from the start.

The result

Scope management was necessary to reach the ambitious schedule

A decision-making mandate was given from management to the project team from the start. It was important that the project team had the support of management to manage the scope in order to achieve the ambitious goals and deadlines. The possibilities of the standard F2 software were clarified from the start, and the scope was defined and expectations aligned. A framework was set for what could be achieved within the allocated timeframe, and this framework ensured that the focus on the planned scope was maintained during the project. ‍

The project group became continuously wiser throughout the project, but new requests for changes were saved for ‘version 2’ in order to maintain the schedule. Since F2 is a configurable standard software, it is possible to easily make changes after deployment.

Ready to see how we can help you?

Please provide us with some information about yourself, and we will connect you with the most suitable expert. We offer a range of options, from a discussion on your digitalization challenges to a complimentary consultation reviewing your current processes.