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Leipzig city council implements BPM inspire to keep the document jungle under control

Effective user administration and the ability to generate forms automatically ensure efficiency when it comes to document processing
With more than half million inhabitants, Leipzig is the most populous town in Saxony, Germany, and a major economic center in the region. In medieval times, Leipzig was already a prominent communications hub – a tradition which is still reflected today in the city's importance as a trade fair venue. 40 local government offices handle the multitude of administrative matters for the city itself. In the interest of the citizens, it is essential that these departments work closely together to prevent wasted effort and duplication. Processing forms, in particular, makes one of heaviest demands on administrative efficiency.

Every day a plethora of documents arrive in the 40 local government offices. They must all be made available to the relevant departments as quickly as possible, to ensure everything keeps running smoothly. In this past, this didn't always go to plan: for example, particular documents sometimes didn't make it into the system quickly enough in one of Leipzig's city council offices. "As a result, documents had to be prepared and entered time and time again, wasting a huge amount of time," remembered Sebastian Rauer, IT specialist at Lecos GmbH, the service provider that manages IT for Leipzig city council. "This made working processes unnecessarily more difficult. Work steps were duplicated, and sometimes this even caused errors in how the documents were processed." But even if a form was, quite correctly, entered only once, this could still lead to problems. "Every processing error not only delayed the process itself, but also cost all the members of staff involved valuable time," said Rauer. For this reason Leipzig city council decided to introduce a form management system to optimize processes and improve efficiency, in 1999. Today, the electronic form integration system (known as: ELFI) records up to 1,400 documents in the system.

Central administration
The first step involved the introduction of user administration and form generation functions. These are standard components, which are provided by a number of different suppliers. "We recommended BPM inspire for these tasks," continued Rauer. "This solution has exceptionally flexible user administration options, and as the city council has offices in 20 locations, all handing a multitude of different functions, this feature would be much in demand." Nowadays, the city council can manage the rights of all its individual users from one central point, all thanks to BPM inspire. User groups can also be set up and managed flexibly in the system.

The city council also benefits from working procedures that are noticeably more effective than before. Using ELFI means that invoices, decisions and regulations can all be input and processed decentrally. "Depending on which office is involved, between 20 and 30 different forms have to be taken into account for this," added Rauer. "Every office is linked centrally to the mainframe and to our databases, and this is where every business transaction is stored today. This saves our staff a huge amount of time and effort in managing the data."

ELFI and BPM inspire have even enabled the city council to implement complex forms. The first modules to be implemented were: Payment Assignment (PA), Invoice/Notification (I/N), Debit Payment Request (DPR) and Overpayment Refund (OPR). The portfolio was later expanded, and further expansion is also planned. "One of the basic advantages of BPM inspire is the ease with which it can be extended," summarized Rauer. "We don't have to create new forms and functions from the ground up: we can simply integrate them into the system. This will be a major benefit for the city council in future."