Award-winning digital platform for paperless ministries

Introduction

The Ministry of Transport adopted F2, a fully integrated platform, to modernize its operations and move away from paper-based case management, resulting in improved collaboration, efficiency, and transparency – and winning them the National Digitization Award for the implementation

Case metrics

Key statistics

96%

of users reported improved transparency in their workflows

30%+

reduction in case processing time, optimizing administrative efficiency

37%

of users have increased job satisfaction, a rare improvement for new IT systems

The challenge

Modernizing digital workflows for efficiency, transparency, and collaboration

The Ministry of Transport operated in an environment where documents were managed manually, often leading to lost information and inefficiencies. Employees would submit completed documents to their supervisors but had no way to track their progress or status. This lack of visibility resulted in duplicate efforts, slow response times, and inconsistent case management. Additionally, excessive reliance on paper and email chains created unnecessary administrative burdens and slowed decision-making and collaboration across teams.

The Permanent Secretary at the Danish Transport Ministry wanted to modernize ways of working within the department to make it part of the digital age. The aim was to reduce the amount of emails and paper involved in departmental workflows, so that employees could collaborate efficiently to support the policy aims of the department.

The Permanent Secretary, Jacob Heinsen, also felt that there were too many information silos and not enough transparency about the workings of the department.

‍“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.

The solution

A unified digital platform for public administration

The Ministry of Transport, along with the Ministry of Climate and Energy, adopted F2, a fully integrated commercial-off-the-shelf (COTS) platform, to modernize its operations. The platform has improved the productivity of Denmark’s ministries through an integrated workflow that supports case-processing, knowledge-sharing, document management, archiving and records management, ensuring seamless collaboration. Employees now follow the progress of cases in real time, eliminating reliance on outdated spreadsheets and email archives.

By leveraging COTS software for government, F2 provided rapid implementation, high configurability, and secure mobile access, allowing leadership to review and approve submissions remotely via iPad. This transformation reduced administrative overhead and created a more responsive and efficient workplace.

Specific workflows are in place to handle ministerial correspondence, showing what tasks have been allocated to the different units. An approval workflow shows submissions that are on their way for approval by the Permanent Secretary or Minister. F2 was also used to introduce mobile working. The Permanent Secretary and Ministers can review and approve submissions from their iPads using a secure app.

“Now, I can turn my waiting time or transport time into productive time” says Mr. Heinsen. “I can pull out my iPad and it will have been automatically updated. I can read a document, decide what to do with it and send it back. And I can do it in my car, while my wife is driving, on the train or in the airport.”

The result

Greater transparency, efficiency, and workplace satisfaction

With F2, the Ministry of Transport has significantly improved workflow transparency and collaboration. Streamlined workflows have reduced processing times by more than 30% while structured case management has minimized redundant work along with savings in printer and photocopier usage.

Two months after the introduction of the platform 96% percent of users stated that transparency had improved with the new system. Similarly, satisfaction with knowledge-sharing increased 1100% from 7-81% of users. 37% of users stated the new system had increased their overall job satisfaction – a rare thing for a new IT system. Employees now have real-time insights into document progress, ensuring more accountability at all levels.

The platform’s impact on job satisfaction and efficiency has been widely recognized, earning the Ministry the National Digitization Award for its innovative approach to public administration with the implementation of F2.

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