The checklist-based process support in F2 gives caseworkers greater freedom to manage tasks and provides increased efficiency in case handling. The case documents are created in the background and the production dashboard ensures an overview.

Read how workflows are digitised with F2 and about cBrain F2 in cView 02 2015 - cBrains magazine on digitisation

By Jan Horsager

Digital support of tasks in case handling are crucial in the State Administration's digital revolution. After implementation of F2, the processing of divorce cases is now based on a checklist paradigm which guides the caseworker through the required tasks.

A checklist consists of a series of various tasks which can vary depending on the case. If, for example, children are in a relationship, a number of tasks have to be solved related to custody. If there is no agreement between parents on custody, then different tasks are triggered compared to if there is agreement, and so on.

Variant management
It is these variations which determine which tasks the caseworker should manage during the case. There are about 80 variant definitions in connection with Marriage Records with the State Administration which, when combined, guide the caseworker through the work.

During the case progress, tasks are defined on the fly depending on the data the caseworker enters, for example, under terms negotiated in a divorce case. At the same time, the documents for the case are created automatically: letters, agreements, grants, rebates, etc. depending on the case and the organisation.

Automatic document production
Document production is closely connected to the variant definitions that create the checklists used in case processing. Depending on which variant is followed, the specific documents required are created from data and phrase templates and merged so that the documents are literally formed in the background of the F2 software while the case processing happens.

This is what Claus Mølgaard Laustsen, consultant with cBrain, says about the use of the F2 software with the State Administration. As part of cBrain's delivery organisation, he has helped configure the F2 software for the State Administration.

Processes are configured
F2 is standard software, so the process support is configured - i.e. no code needs to be written, only settings changed in the standard software. And according to Claus Mølgaard Laustsen, this is key, because configuration makes it easier for the organisation to change and further develop the processes when F2 is implemented.

The organisation can itself change and develop digital processes when, for example, there are changes in law. For Claus Mølgaard Laustsen, it is important to emphasise that the checklist paradigm does not restrict caseworkers, to performing tasks in a certain order. It is the caseworker, with their professional understanding, who makes the decisions in the case handling.

Digital leverage
"You could say that the checklists provide digital leverage. The not-so-experienced caseworker can get a lot of help and the experience caseworker can solve tasks quicker," says Claus Mølgaard Laustsen and emphasises:

"Digitising processes gives the caseworkers freedom, while ensuring the quality and efficiency of the agency's case handling. At the core is the business logic which the variant management and checklists help create."

F2 Production Dashboard
With F2 Process Support, the State Administration has gained the ability to work digitally with case management processes. The leadership has also gained a new built-in ability to create overviews and manage production with F2 Production Dashboard. The production dashboard is a digital board where you can find cases organised by board. The boards are configured as needed and can be set for many types of metadata.

In F2, search lists - based on searches in metadata - are the core of document management and case handling. F2 Production Dashboard is at heart a very advanced set of search results which are graphically represented. 

The State Administration uses the production dashboard to organise and manage production of the 30,000 cases which are being handled concurrently. The caseworkers can open the dashboard from their Knowledge Worker Desktop and search for cases with, for example, a certain priority. With one click, the case is opened with all associated files and documents and the case processing can get started.

Similarly, middle managers and top executives can use the production dashboard to get overviews, plan and manage case handling in the State Administration.

Read how workflows are digitised with F2 and about cBrain F2 in cView 02 2015 - cBrains magazine on digitisation

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