Optimisation of document production in Rogaland fylkeskommune

Challenge:

Rogaland County Council faced challenges in handling a large number of templates in their case and archive system. The complex process of managing and updating templates led to inefficiency and a lack of consistency in document production. It was overwhelming to maintain and get a clear overview.

“We observe that the organisation frequently uses Dynamic Template. After implementing e-signing, the phrase consolidation function has proven useful, as these need a specific format to be usable. Particularly heavily used in our organisation-wide hirings. We are focused on streamlining processes, and Dynamic Template is a key piece in the larger picture.”
Signe Sirevaag Thorsen, Advisor, Information Management

Solution:

DynamicTemplate Integration:

To address these challenges, Rogaland County Council chose to implement DynamicTemplate, a template solution designed for Microsoft Office and 365 by Dania Software. The goal was to create a more structured and user-friendly approach to template management and document production.
DynamicTemplate also has the advantage of significantly reducing the number of templates. In some cases, the transition has been from several hundred templates to five to ten. The same has been the case at Rogaland.

Implementation Process:

The implementation of DynamicTemplate was divided into three main areas:
The “Information Management” department appointed phrase editors in each department, section, and school.
A thorough training process was facilitated through hybrid meetings on Teams, with Dania Software as the instructor.
E-learning was offered as a supplement, and new phrase editors received personalised 1-1 training as needed.

The training worked well and helped simplify the processes.

Benefits of DynamicTemplate in Rogaland county council:

Efficient time utilisation:

Reducing the time spent on document production by streamlining processes resulted in freeing up resources for more valuable tasks. This means that more effort can be dedicated to the citizens in the council.
User-Friendliness and Quick Implementation:
In Rogaland County Council, DynamicTemplate is frequently used because it has been quick to implement and requires minimal training. This has made it easy to deploy within the organisation and distribute the responsibility of using the templates – thereby optimising processes.

Consistent standards:

With predefined text blocks, consistent text standards, content, and documents are ensured across the organisation, making it easy for Rogaland County Council to maintain their documents. Through good training, all users have become experts in maintaining consistency in documents.

Content approval and professional design:

Editors approve the content before implementation to ensure accuracy and compliance with guidelines. Templates are designed in accordance with the organisation’s design guide for a professional appearance. This ensures that everything distributed meets the quality the organisation aims to deliver to its citizens.

Top-class security and GDPR compliance:

DynamicTemplate is based on high-security standards in Microsoft Azure, protecting the organisation’s data. It is therefore secure for the organisation to work with sensitive data in document templates. This means they can still optimise document production while complying with regulations such as GDPR.

Results and future perspectives:

The implementation of DynamicTemplate has resulted in a significant improvement in the document production process in Rogaland County Council. This solution is not only an immediate relief but also ensures the organisation’s ability to handle documents efficiently in the long term. With a focus on consistent standards, user-friendliness, and security, DynamicTemplate positions Rogaland fylkeskommune to achieve a more efficient and reliable document management practice.