City of Malmö
For Formpipe's business area, Public Sector Sweden, one of the long-term goals is to become a comprehensive provider of digital administration, something that's been successfully achieved with the city of Malmö. By working closely with the customer, a better understanding of the challenges and needs is created. With this knowledge, it becomes easier to co-create new options and solutions.
Photo: Werner Nystrand
Efficiency towards a digital society with the citizen in focus
The journey with the city of Malmö and Formpipe started back in 2011 when Formpipe won a procurement contract for a document and case management system with their product, Platina. The collaboration has been progressing smoothly, and in June 2022, a new exclusive agreement was signed regarding the management and further development of Platina and its associated modules. This agreement signifies an even closer partnership between the parties and a shared agenda for at least another 10 years, with the possibility of extension under the new contract period.
Photo: Bojana Lukac
A strong collaboration that results in optimized products and features
Thanks to the close cooperation between the customer and the supplier, there is a better understanding of the challenges and needs. With this knowledge, it becomes easier to co-create new options and solutions, something that the city of Malmö has taken the lead on.
By providing their knowledge, documentation, and processes, together with Formpipe, they have developed a register for trusted representatives, a funding function, a voting solution, and further improvements to Formpipe's product for meeting management, Meetings Plus. They have also provided improvement suggestions for other products from Formpipe, including Adoxa and Teams for Platina.
- Malmö has had a good collaboration with Formpipe over the years. There has been extensive dialogue regarding the need for functionalities and why specific needs exist. We have had the opportunity to test features and versions to make informed decisions about the future, where we, in exchange, provide valuable input to Formpipe that helps them be proactive, says Ingegerd Svensson, Section Chief of the Management and Support Department at Malmö City.
Photo: Werner Nystrand
An unbroken digital case chain
The city of Malmö is a large organization with 14 administrations/agencies, a total of 27,000 employees, and approximately 3,000 users in the document and case management system, Platina by Formpipe. Platina is an essential system for democracy, a central core of governance. All documentation/public records that are not found in other business systems should be in Platina. It should be easy to integrate features and options and have the entire case flow, thus creating a completely unbroken digital chain.
- One of our challenges is that we have made significant progress in implementing a completely unbroken digital case chain, and we encounter needs that no other customer has. Therefore, we are pleased that Formpipe now wants to collaborate with us on the development of core functionality according to this new model. Our challenge is also that we are a large organization, and the development and implementation of new processes and features take longer than in smaller municipalities, says Ingegerd Svensson.
Ingegerd Svensson has been working as a Section Chief at the city of Malmö since September 2016. Prior to that, she has a long history in municipal operations in both Malmö and smaller municipalities, with extensive knowledge of operations by working on and being responsible for case management in various positions. There is no doubt that Malmö City is a large and complex organization, where the work also significantly differs from that of a smaller municipality.
- As a large municipality, we notice bugs much faster because the volume of documents is much larger than in a smaller municipality. More people are affected when a process changes, and communication also needs to happen in a completely different way. It is important that everyone works uniformly in the system. The decision-making and alignment chain is longer, where we need to ensure that everyone works in the same way. It simply takes longer, explains Ingegerd Svensson.
Photo: Pelle Jernryd – City of Malmö
Future digitalization plans
In connection with Formpipe taking over the management and further development of Platina at Malmö City, they hope that communication will become easier and faster as the new model involves direct work with Formpipe without a delivery partner.
- Communication takes place directly with the supplier, who has support, management, development, and the core product. We hope for more progress in our activities. There are very high expectations for a partner if they are to represent us in the dialogue regarding issues and development, concludes Ingegerd Svensson, Section Chief for Management and Support at Malmö City.
The City of Malmö also looks forward to obtaining more or better features that enable Platina to be used for processing, registration, monitoring, searching, etc., for more types of cases. Of course, the focus remains on working towards achieving the goal of an unbroken digital case chain.
Photo: Apelöga / Erika Weiland
Malmö - Diversity, Meetings, and Opportunities
The City of Malmö is Sweden's fastest-growing city, with approximately 350,000 residents and 180 different nationalities. The city features old cobblestone streets and buildings with landmarks such as the twisted tower "Turning Torso," the well-known cold bathhouse, and St. Petri Church. The largest employers in the city include Malmö City, Region Skåne, and Malmö University.
Facts
Area: 335 km²
Population: 358 712
Number of employees at the City of Malmö: Ca: 28 500
Chair of the Municipal Council: Carina Nilsson
Number of members in the Municipal Council: 61
Vision: Malmö is a city with determination, courage, and human warmth. An open, welcoming, and safe city. It's easy to feel at home here.
Photo: Werner Nystrand
(We strive to present accurate information but cannot guarantee that all details are current.)
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