VOLIS in Sweden - facilitated administration of decision making in the public sector

Purpose and goal

The project ´VOLIS in Sweden´ was created to investigate if we could use the Estonian state´s VOLIS software to increase efficiency in the handling of decision-making meetings and increase transparency towards citizens (make it easier to find information and decisions). The goal was to analyze local processes, modify and translate the software, test the use in real cases and to find practical and legal difficulties. Both the purpose and goals have been achieved, with some unexpected effects, such as an insight into different administrative traditions in the two nations´ cultures.

Results and expected effects

Our tests have shown that the software and the integrated processes can be succesfully used in Sweden. However it must be further modified in order to be truly effective. E g, you have to integrate documents from document management systems. The assessment from the municipalities is that the software simplifies work and that they would like to see a continuation of the project. VOLIS also contributes significantly to the implementation of remote participation in meetings. The videoconferencing section, we consider unusable. It may be replaced with a video service such as Skype.

Approach and implementation

We have: - Cooperated with the Municipality of Nacka and Gotland and the Estonian state - conducted field trip in Estonia - translated and in some essential parts revamped the software - had a trial run / test system in Estonia - passed 4 tests (2 times x 2 municipalities) - conducted a seminar at SALAR and one in Almedalen Basically everything has gone according to plan. One concern addressed was that our version of the software initially was instable. The project was conducted under time pressure. Thanks to great support from both Estonian and Swedish partners, this did not affect the outcome.