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Economic savings from the use of digital administration - AOC Consortium

Challenge

How can we rigorously assess the economic and time savings involved in the implementation and use of digital administration?

Current issue

The AOC Consortium promotes the development of indicators that allow the systematic and rigorous evaluation of the effectiveness and efficiency of the digital administration and open government initiatives that are carried out. With these indicators, policy makers and public managers can know the social return of initiatives, set priorities and make the best decisions.

One of the key areas of this assessment is the economic savings involved in using digital administration services and comparing it with the associated investment and maintenance costs of the digital services themselves. We, the public administrations, must ensure the good use of public resources. For this reason, in 2014 the AOC Consortium started an internal project to find the best methodology to evaluate the economic and time savings of digital administration.

Initially, we addressed all public bodies, at state and European level, that we were aware had published studies on the savings generated by the use of the set of services of digital administration; and we asked them to provide us with the detail of how they did the calculations for each of the services. Surprisingly, none of the agencies responded to us exhaustively about the methodology used, although we made several attempts to claim the information.

So, the AOC Consortium decided to develop our own methodology.

Proposed solution

Establish a methodology for rigorous calculation of economic and time savings that involves the implementation and use of digital administration and open government services.

To elaborate this methodology we performed the following actions:

  • Identify the digital administration digital services with the most impact or more relevant in terms of their use
  • Define the "user journey" for each of the services
  • Analyze the steps in the process (journey) in which there is a saving with respect to the processing of the procedures in person, and to calculate the savings in time and / or associated money, although breaking down the part of savings of the citizen of the part of the administration
  • Verify the validity of the estimated savings through the supervised performance of procedures or actions by a user
  • Interviews with users (citizens and public employees) to validate the perception of the savings generated by electronic processing.

The analysis was performed on the following set of digital administration services:

  • Electronic processing (eTRAM)
  • Electronic Invoice (eFACT)
  • Electronic notification (eNOTUM)
  • Inter-administrative processing (EACAT formalities)
  • Data exchange between AAPP (Via Abierta)
  • Intra-administrative processing (Valisa)
  • Edict and electronic bulletin board (eTauler)
  • Documentary archive (iArxiu)
  • Documentary repository (SAVE)

The savings table obtained is as follows:

Service

Citizen Savings
(per procedure)

AAPP savings
(per procedure)

Total savings

Electronic processing (eTRAM)

17,75 €

3,13 €

20,87 €

Electronic Invoice (eFACT)

5,95 €

5,11 € 11,06€
Electronic notification (eNOTUM)

1,24 €

13,22€

14,46€

Inter-administrative processing (EACAT Procedures)

n / A

13,11€

13,11€

Data exchange between AAPP (Via Abierta)

1,33 €

3,25 €

4,58 €

Intra-administrative processing (Valisa)

n / A

13,11€

13,11€

Repository and documentary archive (DESA'L and iArxiu)

n / A

2,20 €

2,20 €

Electronic edict board (e-Board)

n / A

5,00 €

5,00 €

Notes:

  • To achieve the full potential of previous savings, the entity's information systems need to be integrated with AOC services to automate interoperability records, procedures, and queries. The main integrations are with the Unified Registry (MUX), e-Notum, Via Oberta and e-FACT.
  • In the case of Via Oberta, the maximum potential for savings is achieved with the integration and automation of interoperability queries.
  • These results can be applied independently of the management system integrated with AOC services.

In the “Methodology” section you can find the details of how the savings generated in the different steps of the process of each service have been calculated.

The main conclusions of the analysis and surveys are:

  • The citizen values ​​his time very much. In the study, time is valued according to the average salary of a worker, but the reality is that time is much more valuable for the citizen and it is a serious inconvenience to have to travel to an office from the administration to carry out a procedure you could do from home.
  • One of the important costs of paper processing is the financial expense of physical archiving
  • According to surveys, a citizen carries out an average of 3 procedures a year with all public administrations.

In order to calculate the savings of the digital administration, the costs of the face-to-face processing of a representative sample of actions have been analyzed. But keep in mind that these costs can vary depending on a wide range of factors. In this study, a low-band cost estimate of the cases analyzed has been made, so that it can be guaranteed that the vast majority of PPAs that manage processes with digital services will enjoy the savings associated with each of them.

With this criterion, it should be understood that this study proposes a minimum or guaranteed amount of savings, which may be higher or much higher depending on the circumstances or the efficiency of each administration.

Methodology

2021 Study of savings for the use of digital administration 2.0

  • Version 2.0. Detailed review of the methodology applied in 2014 by the eTRAM, eFACT, eNOTUM, EACAT procedures and Valisa services
  • This evaluation has been co-financed with the Promotion Fund for the Evaluation of Public Policies (PROAVA) of the Department of the Vice-Presidency and of Economy and Finance ”.

2018 Study of savings for the use of digital administration 1.1

  • Version 1.1 (2018) Extension of the calculation of savings to the Valisa, eTauler, DESA'L and iArxiu services
  • Version 1.0 (2014) Methodology and calculation of savings generated by the following services: eTRAM, eFACT, eNOTUM and EACAT procedures

Project status: in production

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