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Digitization of Faaborg-Midtfyn Municipality work with the budget proposal

Customer Succes Story
Background

Faaborg-Midtfyn Municipality launches effective digital budget solution

For many municipalities, working with the budget proposal is a "handheld" process with the use of Word, Excel, emails and print in both the administrative and political budget process. Many users are involved and therefore the potential is great for a digital solution that can save time, create an overview and ensure the quality of the work.

Faaborg-Midtfyn Municipality and Qbit have jointly implemented a solution which approx. 100 users in the second year use in the process of the administration's work in preparing budget proposals, as well as digital support for the Municipal Board's political prioritization and negotiation until the final budget is adopted, downloaded and displayed on the municipality's website.
The challenge

Problem statement: Old methods meet modern requirements

Faaborg-Midtfyn Municipality already had a semi-digital focal point in a self-developed budget portal, but it was person-dependent and not up-to-date.

Furthermore, the political processing was largely supported manually with Excel sheets, printing for budget folders, processing for display on the website, etc.
The solution

End of 'handheld': Customized digital budget process.

Based on Qbit's standard module, the municipality chose to implement a 100% digital solution that can be delivered incl. operation, support and maintenance against payment of an annual subscription.
The standard module had to be adapted to the municipality's needs so that it could be used for;
  • Create and edit budget proposals that eliminates the need for "hand held" templates
  • Approval process with comment log that eliminates the need for emails and ensures correct processing
  • Real time dashboard that ensures an overview of the status of the treatment of the proposals
  • Real-time suggestion list that eliminates need for "hand held" list and collection of proposals
  • Prioritization list which the individual municipal board members use for prioritization of the proposals
  • Negotiation list overview of the individual parties' priorities, which are used in negotiations and decisions on proposals
  • Main overview that shows the result of the negotiations
  • Download of budget proposal available on the web

New tool replaces manual spreadsheets in municipal budgeting

"The aim was to create a new, efficient, intuitive and easily accessible budget portal which can work both in the organization and politically and which could be adapted to our needs now and in the future".
Nis Kasper Pedersen
Nis Kasper Pedersen Head of Finance
"We are proud of the result and the reception it has received in the organization and the municipal council. With the new budget portal, we have a more efficient and time-saving budget process, which frees up time for tasks other than "boring" manual tasks and which reduces the risk of calculation errors. Not a manual spreadsheet that needs to be maintained, but it happens automatically. It creates security and credibility".
Implementation

Express project: From start-up in November to launch in February.

The project was initiated in November 2021 with a pilot test group consisting of representatives from the Municipal Board. From the beginning of February 2022, the solution was gradually implemented and further developed.

Due to the short deadline, the project was divided into 2 implementation sprints, where sprint 1 included the administrative processing of the budget proposal with GO LIVE February and sprint 2 included the political processing with GO LIVE August.
Benefits

Politicians choose digital budget tool.

Today, overall, more than 100 users, divided between politicians and administrative staff, work with budget proposals in a new budget portal with minimal use of Excel sheets, printouts, emails, etc.

The solution has subsequently been expanded with many functions such as a budget proposal archive, year-end with the option to continue proposals, and many other functions. 

Conclusion

Faaborg-Midtfyn Municipality Budget solution: From Tradition to Innovation

Faaborg-Midtfyns Municipality faced a challenge with an outdated, person-dependent and semi-digital budget portal. Rooted in previous manual processes and tools, efficiency was limited. To address this, a modern, 100% digital solution, tailored to the municipality's unique needs, was implemented.

Today, over 100 users use this platform, which has significantly improved the efficiency and accuracy of the budgeting process. With real-time updates, intuitive design and a number of specialized functions, the municipality has changed course towards a more modern and reliable budget solution, which has won widespread recognition among employees and decision-makers.

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