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30. August 2021

Esbjerg Municipality is a First Mover in its Choice of a Modern Cloud-based ECM Solution

ESDH Esbjerg Municipality and WorkPoint

After a tender process, Esbjerg Municipality became the first Danish municipality to choose a Microsoft 365-based ECM solution. This marks a paradigm shift in system support for processing municipal cases. The choice of ‘WorkPoint ESDH/ECM’ (electronic case and document management), ensures a modern working environment for employees, and greater uniformity in case processing for residents and companies.

According to Kirsten Mulvad Ochsenbein, who is one of Esbjerg Municipality’s digitization consultants

“Our choice of ‘WorkPoint ESDH/ECM’ supports our overall strategy towards increasing the quality of our record keeping. This was something we wanted, as it would help us to comply with legal requirements, safeguard business-critical information, while at the same time bring transparency to our residents and businesses.”

Automated Workflows Mean Better Record Keeping

Esbjerg Municipality’s case and document management system is used to manage records about virtually EVERYTHING that is worked on by approximately 2,500 producing case officers and 10,000 light users in all departments. This can involve anything; from construction projects to political agendas.

“WorkPoint ESDH/ECM provides employees with a modern solution in which automation and improved workflows support the work of the case officer and making correct record keeping easier. This ensures uniformity and higher quality,” says Kirsten Mulvad Ochsenbein.

Focus on User-Friendliness and Recognisability

Kirsten Mulvad Ochsenbein considers WorkPoint ESDH/ECM’s direct integration with Microsoft 365 to be innovative.

“We think it is a huge advantage that the solution is based on Microsoft 365, which allows our staff to manage records directly from the office programs they are used to working in. This will be a completely new way of working that is extremely user-friendly and the seamless integration will help users to properly manage records, when this can be done directly from the Microsoft programs Outlook, Word and even Teams.”

Evergreen Solution

The new solution gives Esbjerg Municipality an evergreen solution, which is continuously updated and developed and thus will never become obsolete. “We are very pleased that our new system is based on Microsoft’s latest technologies and is thus being developed and updated constantly. The adoption of Teams, for example, has been a fast process and we can now be sure that it will also be possible to use tools that may appear in the future,” Kirsten Mulvad Ochsenbein concludes.

Forward-Looking Municipality

WorkPoint’s long-time gold partner ProActive is responsible for the implementation of the new ECM solution, data migration, user training and subsequent service and support. Director Gorm Priem is pleased that Esbjerg Municipality has chosen to prioritise an innovative solution and explains,

“Esbjerg Municipality has, from the outset, focused on supporting Microsoft 365, which is the nerve in their digital workplace to ensure an improved user experience for their employees and thus better quality. Their choice was based on the quality and foresight that the solution provides, and even though a municipal administration is complex and has many requirements, they have full confidence in our system and were not concerned about being first movers and leading the way. We are proud that they have chosen our solution and look forward to the upcoming workshops and our collaboration towards a successful implementation.”

Microsoft 365 drives digital transformations

One challenge that many municipalities face is a fragmented system landscape that is comprised of silo-based IT systems that create bottlenecks and complicate the task of records management. Peter Jørgensen, the CEO of Danish software company WorkPoint, says,

“Using an ECM solution that is based on Microsoft 365 lets us allow users to use familiar digital tools and communication platforms. This means that we can break down silos, ensure smoother work processes and modernise citizen services. Our solution has a high degree of automation and the municipality also assumes 100% ownership and control of their own data.”

Peter Jørgensen is in no doubt that the municipal market is ripe for innovation and says that WorkPoint, in cooperation with ProActive, is engaged in close dialogue with multiple municipalities.

Local Pride

Unsurprisingly, Esbjerg Municipality’s mayor Jesper Frost Rasmussen is pleased that the tender was won by a local company.

“The tender for a new ECM solution is a large and complex task that only a few players on the market are able to handle, so it’s great when we have talented local companies that are so skilled that they can bid and even win the tender. There is of course the additional side benefit of spill-over effects such as new jobs and tax revenue.”

Facts

  • The product is delivered by WorkPoint
  • The solution is implemented and serviced by WorkPoint Gold Partner ProActive
  • The solution must be able to accommodate a total of 12,500 users
  • The ECM solution will be brought into use on 1 July 2022
  • The agreement is valid for six years with two options to extend
  • The contract sum exceeds DKK 20 million.
  • ProActive and WorkPoint have invested tens of millions of Danish kroner in the development of modern ECM for Danish municipalities
  • WorkPoint solutions are currently used by over 200 companies and public institutions
  • WorkPoint solutions are used worldwide, with distributors in 9 countries
  • The tender was won in competition with Fujitsu eDoc, Cbrain F2 and NetCompany GO

Contact

For further information, please contact

Peter Jørgensen

CEO

pj@workpoint.dk +45 2722 3322

Gorm Priem

Partner, ProActive

gorm@proactive.dk +45 2722 3322