Automated document generation saves Länsstyrelserna 90,000 hours per year.

SmartDocuments is integrated with several of the County Administrative Boards' case management systems and is also used as a stand-alone template system for automated document generation.

"The purpose was to purchase a tool for creating, using and managing dynamic document templates within all areas of the organization's business."

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SmartDocuments is used by all 7,000 employees at 21 County Administrative Boards. The system is integrated with several of the County Administrative Boards' case management systems: Platinum (from Formpipe), a salary guarantee system (from Login Hasselberg) and a recruitment administration system (from Altran).

With SmartDocuments, the County Administrative Boards get a central platform for all template management, regardless of whether the templates are used independently or in case management systems. Document templates, graphic profiles and content are all efficiently managed in one place.

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SmartDocuments gives the County Administrative Board various essential benefits, including:

- Savings of 90,000 hours per year

- Improved end user experience

- Document quality has been raised significantly

- Reduced template handling

- Creating and modifying document templates has been simplified

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"Templates provide higher quality of the documents - the right profile and content, as well as a single content (the same content for the same business regardless of administrator and county administrative board)."

Background & procurement

In 2010, the County Administrative Boards carried out a procurement of "Tools for document template management". The purpose was to "purchase a tool for creating, using and managing dynamic document templates within all areas of the organization's business". Furthermore, the purpose was to “increase the use of templates in the production of documents. Templates provide higher quality of the documents - the right profile and content, as well as single content (the same content for the same business regardless of administrator and county administrative board)."

After an evaluation of the responses received from five suppliers, SmartDocuments was the preferred choice. The motivation was, among other things: "The presented solution from SmartDocuments is the solution that satisfies the County Administrative Board's requirements in the call-off request and is the option that is the most economically advantageous offer overall." Håkan Jönsson, the county administrative boards' IT unit, who participated in the evaluation, said "This can be one of the most basic tools for our administrators".

An important and mandatory requirement in the procurement was that the selected product could be integrated with Formpipe's document and case management system, Platina, something that SmartDocuments could demonstrate.

Document-intensive organizations can save a lot of time and money by users creating documents that are complete and accurate; high quality with the correct content and the right graphic profile. The County Administrative Boards have realized this. Håkan Jönsson said that "With SmartDocuments there are opportunities to have template designers full time and still save a lot of time and money".

Pilot

Immediately after the procurement, the County Administrative Board conducted a pilot test. The pilot was successful, and the outcome provided the County Administrative Board with data to be able to calculate the savings potential that SmartDocuments and automated document generation can provide. The savings potential landed was at least 90,000 hours per year, corresponding to 51 full-time jobs. In reality, the savings potential is even greater, as not all document types were taken into account.

The number of document templates was more than halved in connection with the introduction of SmartDocuments. In addition to being a huge time saver, SmartDocuments also provides great quality gains.

Technique

An important decision criteria for the County Administrative Boards was that SmartDocuments can extract data from complex XML structures. Repetitive XML elements are easily handled with XPath expressions. SmartDocuments is the only company in the market to offer such modern and powerful document generation technologies.

Case management systems send data in an XML file to SmartDocuments. If necessary, SmartDocuments displays a user guide on the screen, unique to each document template. Then SmartDocuments returns a Word document with the right graphic profile, the right content and data from the case management system in the right place.

Read more

The Swedish Public Affairs wrote an article about the County Administrative Board and SmartDocuments. Read the article here.


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