Context
The project responds to a key governance challenge faced by regional and local public administrations in Europe: the need to modernise internal administrative processes to deliver more efficient, transparent, and citizen-oriented public services. Despite ongoing national digitalisation efforts in Poland, many organisational units subordinate to regional authorities remain constrained by limited financial, technical, and organisational capacity, preventing them from achieving meaningful digital transformation.
In the Małopolska Region, an in-depth assessment conducted among selected subordinate entities revealed significant gaps in ICT infrastructure, cybersecurity, and the absence of Class EZD RP electronic document management systems. These deficiencies hindered the effective handling of administrative cases, limited interoperability with national e-services (such as ePUAP and e-Deliveries), and reduced organisational efficiency. At the same time, forthcoming legislative changes are expected to make the use of electronic document management systems mandatory for public administration bodies, increasing the urgency of action.
Against this backdrop, the project aligns strongly with EPSA Category II by introducing a standardised, secure, and interoperable digital back-office solution. By leveraging ICT tools alongside organisational change and capacity-building, the project addresses structural governance challenges and supports the transition towards fully digital, resilient, and future-proof public administration at regional level.
Objectives
The primary objective of the project is to increase access to and the quality of e-administration within selected entities subordinate to the Małopolska Region by achieving Level 4 digital maturity in internal processes. This objective directly addresses the identified problem of fragmented, paper-based document handling, insufficient ICT security, and limited interoperability with national digital services.
To respond to these needs, the project focuses on the digitalisation of internal procedures through the implementation of the EZD RP electronic document management system. This solution enables the end-to-end electronic handling of administrative cases, supports hybrid workflows, and integrates seamlessly with national platforms such as ePUAP and e-Deliveries. The project strengthens ICT security and cybersecurity by providing hardware, secure infrastructure, and compliance with the National Interoperability Framework.
A further key objective is to build sustainable digital capacity within participating entities. This is achieved through targeted training, the development of standardised records management regulations, and the transfer of expertise from the EZD Competence Centre at the Marshal’s Office. As a result, the project not only delivers a concrete technological solution, but also addresses organisational and skills-related barriers, ensuring long-term improvement in efficiency, accessibility, and quality of public services for citizens, employees, and businesses.
Implementation
The project is implemented by the Department of Informatisation, which acts as the central coordinating and governance body. A key institutional pillar of the project is the EZD Competence Centre, whose experienced staff provide technical expertise, and implementation support, training, and post-production assistance to participating entities. This centralised governance model ensures consistency, cost-efficiency, and compliance with national standards.
Project design builds on lessons learned from previous digital initiatives allowing the reuse of secure infrastructure and proven organisational solutions. Clear roles and responsibilities are defined across departments, with legal, financial, and human resources units supporting procurement, budgeting, and staff allocation. Dedicated implementation teams are established within each participating entity, enabling effective local ownership supported by central expertise.
The project follows a structured, milestone-based implementation schedule, covering procurement of hardware, system configuration, testing, training, and phased deployment. Progress is continuously monitored through project documentation and key performance indicators, such as the number of supported entities and users of digital services. Stakeholder engagement is ensured through surveys, interviews, and ongoing cooperation with participating units. This robust implementation framework guarantees efficient resource use, risk mitigation, and the sustainable rollout of a modern electronic document management system across the Małopolska Region.