Context
Vorarlberg, a westernmost state of Austria, collaborated with its municipalities to implement a digital transformation project called vConnect. This project stemmed from their official digitalisation strategy ‘Administration digital – Vorarlberg’ which aimed at modernising information and communication structures within the public sector. vConnect was built upon the file management system V-DOK, which enabled collaborative document processing across departments. The new platform sought to establish a central hub for information exchange, knowledge management and collaboration among all administrative levels.
Objectives
The project aimed to achieve a multifaceted transformation within Vorarlberg’s public administration sector. vConnect was not just intended to be a new communication channel; it was designed to be a central hub for information exchange, knowledge management and collaboration. This meant ensuring easy information distribution and fostering knowledge-sharing among users. Accessibility and user-friendliness were also key priorities, with the platform being available from any device and featuring an intuitive interface. Additionally, vConnect aimed to move away from a top-down communication style by encouraging a more collaborative approach across all administrative levels. This included reducing reliance on email by providing a dedicated space for information exchange within the platform. Ultimately, the project sought to streamline communication and workflow processes, leading to an overall increase in efficiency for the public administration sector.
Implementation
The project involved a collaborative effort between the state administration and the municipal association. Following a thorough analysis, a tender process was conducted and COYO GmbH (now Haiilo GmbH) was chosen to develop the platform. vConnect was launched in September 2022 for state administration and municipal employees. Subsequently, in January 2023, mayors and chief officers from all municipalities joined the platform.
Implementing vConnect required significant investment in personnel resources. Training programmes were conducted to equip over 100 employees with content management skills for the platform. The project also involved external consultations and marketing campaigns to promote user adoption. The ongoing cost of the platform is shared between the state and the association based on user numbers.
The project addressed potential challenges related to users’ resistance to change; positive incentives and training programmes were implemented to encourage user engagement. The shift towards a decentralised communication structure also presented a novelty within the public administration sector. The platform’s positive impact was acknowledged through its recognition at the 2023 Austrian Public Administration awards.