Esbjerg Municipality
A first mover in it's choice of a modern cloud-based ECM solution.
After a tender process, Esbjerg Municipality became the first Danish municipality to choose a Microsoft 365-based ECM solution. This marks a noticeable paradigm shift in system support for processing municipal cases. The choice of WorkPoint ESDH/ECM (electronic case and document management) solution, ensures a modern working environment for employees, and greater uniformity in case processing for residents and companies.
Kirsten Mulvad Ochsenbein, one of Esbjerg Municipality’s digitisation consultants explains:
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.
Focus on user-friendliness and recognisability
Kirsten Mulvad Ochsenbein considers WorkPoint ESDH/ECM’s direct integration with Microsoft 365 to be very innovative. At Esbjerg Municipality, they think it is a huge advantage that the solution is based on Microsoft 365, which allows for their employees to manage records directly from the Microsoft 365 programs they are used to working in. This will be a completely new way of working that is tremendously 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. Kirsten explains that they at the municipality are very pleased that their new system is based on Microsoft’s latest technologies and therefore, are being developed and updated on constantly. The adoption of Teams, for example, has been a fast process and they are now confident that it will also be possible to use other tools within the platform that may appear in the future.
Forward-looking municipality
WorkPoint’s long-time Gold partner, ProActive, (now known as Fellowmind) 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 that Esbjerg Municipality has, from the outset, focused on supporting Microsoft 365, which is the backbone of 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 the solution, 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 legacy silo-based IT systems that create bottlenecks and complicate the task of records management. Peter Jørgensen, the CEO of WorkPoint, explains that using an ECM solution that is based on Microsoft 365 will allow users to utilise familiar digital tools and communication platforms. This means breaking down silos, ensuring streamlined work processes, and modernising citizen services.
Our solution has a high degree of automation, and the municipality assumes 100% ownership and control of their own data.
Peter Jørgensen has no doubt that the municipal market is ready 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.
- The product is delivered by WorkPoint, and the solution is implemented and serviced by ProActive (Fellowmind)
- 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 more than 200 companies and public institutions worldwide, with distributors in 9 countries
- The tender was won in competition with Fujitsu eDoc, Cbrain F2 and NetCompany GO
