Comidor Collaboration and task management platform

Description of innovation

The Municipality of Kalamaria developed the work networking and communication and remote task management platform, Comidor. The platform is based on Web Based cloud technology that has been developed in recent years and is the main pillar of the global adaptation of information systems. The Comidor platform concerns the successful attempt of the Municipality to systematize its operation and utilize its human resources’ skills and abilities. In addition, it highlighted the leadership of the Municipality in the implementation of modern technological solutions and in the creation of a productive and collaborative environment.

The platform was successfully utilized in the teleworking mode during the period of the Covid-19 pandemic. The transition was easier as it was already possible before the pandemic for staff to access the platform via the internet. Thus, employees working remotely could access the platform from their personal computers. The innovation has helped maintain employee efficiency during the pandemic and remote service delivery, through tasks such as:

- Management of work files and folders,

- Integration of collaboration and communication tools through an environment (Mail, internal messages, chat),

- Creation of an individual work calendar, with assignments and work plan and to-do items at Department/Directorate level,

- Electronic transfer of documents between services.

Since the launch of the platform until today, the provision of platform services has been upgraded. More specifically, the following subsystems have been created:

- Sports activities management subsystem (Register of athletes, gyms - swimming pool, collection receipts)

- KAPI management subsystem: Connection of all KAPIs of the Municipality and members, management of KAPI member details, KAPI member register, Receipts of collection, Management of Voluntary Groups, Management of Creative Employment, Management of Activities, Medical History, Management of Physiotherapists' details, Management of Occupational Therapists' details,

- Court case management subsystem: monitoring – planning of cases,

- Vehicle management subsystem: traffic tickets and fuel management,

- Interface with the central protocol.

The desire of the organization's leadership is to further upgrade the platform, depending on the organization's needs.

Reasons for the development of Innovation

The concentration of functions on a single platform provides essential strategic management and information tools, for the adaptation of the Municipality to the demanding and changing conditions it faces. The platform was created in the context of the implementation of a new operating model that falls under the 2nd phase of the Municipality's transformation towards Electronic Government, which incorporates strategies such as:

1) Effective Human Resource Management

2) Productive Management of the Municipality's Processes

3) Better Communication and Citizen Service

4) Cooperation and interoperability with the agencies that supervise the Municipality.

Goals of Innovation

The objectives of the innovation are the following:

1) Better service to citizens, by reducing the response time and completion of pending procedures and tasks

2) The establishment of an integrated communication between services

3) The support of a new working mode and the utilization of human resources, whether working in person or remotely.

Results of innovation

The operation of the innovation is considered successful, as it contributed to the achievement of goals that are part of the electronic transformation of the organization, such as the speed-up of the procedures, their more productive management and, consequently, the improvement of the quality of the services provided by the Municipality. Furthermore, it was a tool for effective human resource management, whether working in person or remotely, helping to increase the efficiency of employees during the pandemic. The platform facilitated their work, as they had the possibility of providing services remotely, managing files and folders and the direct electronic transfer of documents between services.

Design stage

The IT Department had the idea for the development of the platform, and also undertook the task of the design and implementation. In the planning stage, the department collaborated with the Aristotelion University of Thessaloniki and specifically with Professor Stamelos Ioannis for the recording of all the procedures of the Municipality.

The design took 8 months, and was carried out in 2 Phases:

1. Recording of procedures: A detailed recording was made of all the procedures that are part of the responsibilities of each Service and in particular of the conditions, the supporting documents and the processing stages of each of them

2. Standardization of procedures: Interviews were conducted with key officials of the Municipality to record the procedures in detail, in order to determine which are more often, which are more time consuming and impose most challenges. The procedures were then standardized using a suitable computer tool. Based on the previous research, the technical specifications of the platform were determined in order to better organize and automate the processes.

Next, the Municipality commissioned a private IT company to develop and design the platform.

Experimental application stage

The pilot application process lasted 6 months and involved the iterative operation and feedback regarding the results from the implementation of the collaborative tool. This stage helped users to understand the necessity of cooperation and communication between services through electronic tools. This was achieved with repeated seminars per service and ongoing support from the IT Department. The completion of the pilot application led to an improvement of the system through actions:

• Solving problems in the use of the platform; – user support

• Collection of comments from users

• Error Correction / Management

• Staff support in the handling and operation of computers, etc.

• Support the operation of Servers (backup)

• On the job training

Application stage

The platform is used by all employees of the organization and its operation is supported by the IT Department. During the implementation of telecommuting, it was used by all employees to perform their work remotely. Now, all file handling, communication between employees as well as work management is done through it. In addition, decisions of the bodies of the political leadership (Mayor, Municipal Council, etc.) of the body are posted on the platform.Dissemination stage

The innovation has spread within the organization using an internal communication network, with presentations and with seminars. It has also been disseminated outside the institution with presentations at conferences, events, workshops, etc., with presentations at working groups and with participation in seminars.

Collaborations

Platform design required collaborations at many levels. At the organizational level, there was cooperation between the IT department and the Municipality's services. The Municipality also collaborated with an executive of the A.U.Th. in the planning stage to record the processes that would be included in the platform. For the development of the platform, as well as for the control of its operation during the implementation stage, the Municipality cooperates with a private company. Interoperability from the first stage of implementation of the Comidor platform had already been achieved to a large extent, at least with those agencies that had the corresponding technological structure and competence to be able to communicate interactively and securely with the Municipality of Kalamaria. For the implementation of the platform as well, the Municipality of Kalamaria worked with the Decentralized Administration of Macedonia Thrace with the aim of the electronic circulation of documents with digital signature.

Funding and costs

The development cost of the platform was financed from national resources and from the agency's budget and amounted to 11,000 euros, while the annual maintenance cost of the innovation is 7,000 euros. For the planning of the innovation, 4 employees of the IT Department were employed for about 3 hours a day. At the stage of the pilot application, there were 2 specialized employees with a physical presence from the company and in cooperation with the IT Department they solved the problems.

Challenges and solutions during design, testing and implementation

Initially there was resistance to the change, but with continuous training, the determination of the management and the long-term use of it by the employees it is now sustainable. Also, problems arise, such as the delay in sending messages due to the slow internet connection, which is solved by communicating with the Syzefxis network.

Assessment – description of the necessary conditions for the success and sustainability of the innovation

Necessary conditions for the success of the innovation and for maintaining its operation are its support from the administration, as well as the training of the employees, so that they understand its necessity for better cooperation and communication between the services of the Municipality.

Experiences, thoughts, findings

The operation of the platform has really contributed significantly to the achievement of goals in the direction of the digital transformation of the organization, while it was utilized during the implementation of teleworking for the better management of the Municipality's human resources.

Published by Βασιλεία Πιλάλη on 6 October 20226 October 2022

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