With the creation of a new department for digitalization and IT in 2022, the district administration office has laid important foundations for the optimization of digital citizen services. Although the path to an end-to-end digital administration is not yet complete, digitalization, according to Guilmin, offers great opportunities that need to be exploited. However, there are still a number of challenges accompanying the digital transformation of the office. One of the opportunities offered by digitalization is that digital services speed up administrative processes for citizens. Access to services is made easier and more transparent, while administrative efficiency is increased and the business location can be strengthened. "Our aim is to create a modern, citizen-oriented and efficient administration that meets the requirements of the digital age, while at the same time equipping ourselves for the future," said Guilmin. Citizens must be placed at the center of change more than in the past.
Many administrative services must be digitized
With the new OZG (Online Access Act) 2.0, the legislator has derived important findings from the implementation of the first OZG and established a new framework. A large number of administrative services must continue to be digitized, this time across the board. The aim is also to ensure that the services are user-friendly, secure and efficient - always in the face of rising costs, a shortage of skilled workers and a tense economic situation.
Guilmin also reported that the district administration office has already digitized 123 of the 322 OZG services and made them available online, for example via ServiceBW. In addition, a large number of online application forms are available to download from the district administration's homepage and subdomains. "Overall, the district administration office has achieved a comparatively high implementation rate, even if we have not yet been able to fully achieve our own goals," said Guilmin. A further 25 administrative services are currently being processed.
New online appointment system
According to Guilmin, the district administration office has also introduced a new online appointment system, which allows citizens to book appointments for various administrative services from the comfort of their own home, including for the weapons, immigration office and single-parent support sections. The system is also being introduced for the job center. The aim is to offer the option of online appointments for all areas of the district office and to link other services.
With the new electronic payment platform, citizens can pay administrative fees online, Guilmin continued. This solution was introduced, for example, in the area of "infection protection instruction" - it will gradually be offered in other areas. In addition, EC cash terminals have been installed at the district administration office in the vehicle registration office and in the foreigners department. The head of department pointed out that the fourth stage of the internet-based vehicle registration procedure has been implemented, which enables citizens and companies to register and deregister vehicles completely digitally and to use the vehicles immediately after online registration.
The virtual building authority, which is at the heart of the digital processing of building applications, was also successfully activated on October 1, 2024 and therefore before the statutory deadline at the end of the year, Guilmin continued. They are currently still waiting for the specialist processes to be connected. With the introduction of the digital building law file, the aim is to significantly improve and speed up building law processes.
Implementation of the electronic file is currently beginning in all specialist areas
The electronic file, an important foundation for a digital office, has already been fully or partially introduced in various areas. The implementation of the electronic file as a subject file in all specialist areas is currently underway. It should be implemented by the end of 2025, according to Guilmin. At the same time, a concept for scanning files has been developed. The district administration office's telephony has also been digitized, among other things to support the possibilities of mobile working from home and to improve accessibility for citizens. All suitable workstations have been equipped with laptops for mobile working.
The virtual mailroom (VPS) will be introduced this quarter, said Guilmin. As a central communication platform, it will enable the district administration office to communicate electronically with citizens, companies and other authorities in a secure and legally binding manner. The VPS will increase the efficiency of administrative processes and at the same time guarantee the highest security standards. It is an important component for the further digitalization of administrative services and supports the implementation of the OZG. The district administration office is also planning to support the introduction of an advanced electronic mail solution aimed at digitizing and optimizing communication between the administration, citizens and companies. The comprehensive tender for an electronic mailing solution is planned for 2025.
eGovernment coordinator supports municipalities in implementing digitalization
Guilmin also reported that the district administration office has filled the position of eGovernment coordinator to support the district's municipalities in creating synergies and added value and in implementing digitalization. The position is initially funded by the Ministry of the Interior, Digitalization and Communities until 30 June 2025.
Now that the basis for issuing the payment card for asylum seekers has been created, the measures for its introduction can begin. The Baden-Württemberg Ministry of Justice is taking the lead here. It has announced the introduction for January 2025 at the earliest. The district administration office has prepared for this by initiating a project group in advance in order to begin implementation as quickly as possible, said the head of department.
According to Guilmin in his outlook, the OZG 2.0 represents a further development of the original OZG and brings with it new requirements and opportunities for the district administration office. He listed the following added values for citizens: a more comprehensive range of digital administrative services, simplified access to administrative services via the service account, time savings due to the elimination of visits to authorities and multiple data entries, greater transparency and better traceability of administrative processes and, in the future, the legal entitlement to digital administrative services from 2029.
