The Fabasoft Competence Center electronic records management system (CC E-Akte) supported the Federal Institute for Vocational Education (BIBB) in introducing the federal electronic records management and in digitizing administrative processes in line with the E-Government Act (EGovG) and the Online Access Act (OZG). With the digital transformation, the authority aims to offer high-quality services to external customers and partners while at the same time increasing the attractiveness of its jobs.
In 2020, the BIBB and Fabasoft started piloting the federal electronic records management. The competence center also implemented a bidirectional interface to the federal government's e-invoice portal: Now an uploaded invoice automatically pops up in the BIBB staff's worklist. After the document has been processed efficiently without media disruption, a notification of the invoice's approval status appears in the e-invoice portal. If approved, the invoice is sent for payment by using an automated workflow.
"The BIBB has taken a major step forward in the digital transformation of the institute and thus toward providing processing procedures that are free of media discontinuities and close to the people." - Michael Ruttorf - Federal Institute for Vocational Education
More than 780 users handle around 1,600 digital files
After the BIBB had created the infrastructural prerequisites for the nationwide rollout in the last quarter of 2020, training for managers and employees began in early 2021. By mid-2022, the federal electronic records management system had been completely rolled out at the BIBB. The Fabasoft Competence Center provided significant support in developing the concept, carrying out the rollout and creating learning materials.
More than 780 users are now digitally processing around 1,600 files. The BIBB offers new employees monthly training sessions to enable them to work with the electronic records management immediately. On the intranet, BIBB employees can access further information on the electronic records management system at any time, such as manuals, action guides and training videos.
With the completion of the nationwide rollout of the electronic records management and the establishment of the interface to the e-invoice portal, the BIBB not only created a solid foundation for the further digitization of its internal processes, but also reached an important milestone on the way to becoming a modern administration as defined by the EGovG and the OZG.