The “Digitalization of administrative processes” program (PDaP)

The desirable goal of comprehensive digitalization within reach:

The University of Bonn has adopted the strategic goal of having all administrative processes, central and decentral, fully digitalized by the year 2025. The program is closely aligned with legal requirements under the North-Rhine Westphalia E-Government Act (EGovG) and Online Access Act (OZG), the digitalization strategy of the state of North-Rhine Westphalia and the specific requirements of the University. The aim is to achieve permanent gains in efficiency, user-friendliness and transparency in administrative processes.

 Overview and objectives of the PDaP:

The Digitalization of Administrative Processes Program (PDaP) was launched in 2020 as an initiative to manage and coordinate efforts to digitalize administrative processes at the University. Bundled within the program are projects conducted jointly with the Digital Science Center (DiCe) and other partners that are aimed at digitally transforming administration.

The primary focuses within the PDaP are:

      1.    SAP S/4HANA as digital backbone:

Further development and expansion of the SAP S/4HANA system as the basis for digitalization of financial, human resources and procurement processes. The backbone will enable the automation and optimization of central administrative functions.

      2.    E-files and e-processing:

The University is involved in consortium projects to introduce e-files and e-processing within the state-wide Digital University NRW framework (DH.NRW).

      3.    Compliance with the NRW E-Government Act and Online Access Act:

The PDaP is conducted with close involvement by the University of Bonn E-Government and OZG Coordinator to ensure compliance with the NRW E-Government Act and the Online Access Act. The objectives are to improve online access to administrative services and make digital services more accessible for internal users and members of the public.

      4.    Portfolio management for administrative digitalization projects:

Portfolio management involves the systematic recording and prioritizing of administrative process digitalization projects. Projects are evaluated in terms of cost, benefit and effort in order to allocate resources in optimal fashion. The Portfolio Board meets regularly to discuss the strategic approach and ensure project transparency, control and coordination. Steering committees support the targeted implementation of program projects in close cooperation with key decision-makers.

      5.   Further digitalization projects:

Additional process optimization projects are taken on by the PDaP on an ongoing basis, as part of which interdependencies are evaluated and possibilities for capturing synergies. These projects are all part of the digital transformation of the University as implementation steps within the overarching Digitalization Strategy.

The PDaP holds opportunities for all relevant staff to actively participate in efforts to digitalize and modernize the University. Its purpose is the cooperative creation of an efficiency-enhancing environment driven by state-of-the-art innovation. The PDaP is driving forward digital change at the University of Bonn in the area of administration through agile project structures and the integration of cutting-edge technologies like SAP S/4HANA.