CASE STUDY Public Administration Electronic Criminal File Based on Fabasoft Egov-Suite Fabasoft Egov-Suite

Germany CASE STUDY Public administration Electronic criminal file based on Fabasoft eGov-Suite Fabasoft eGov-Suite

Thanks to the introduction of the electronic criminal file and the interplay of IGVP (police integration process) and Fabasoft eGov-Suite, we have been able to simplify and streamline police processing procedures considerably and make better use of storage space for paper files. BAVARIAN STATE POLICE Electronic criminal file based on Fabasoft eGov-Suite

1 TASK The Bavarian State Police (the regional police force of the Free State of Bavaria) ranks among the largest police departments in Germany. As part of the modernisation of administrational procedures the police also decided to modernise their file and workflow processing with regard to the filing of criminal files and workflow processes. The search began for a solution that would stand out through Prof. Dr. Schmidbauer, exceptional user-friendliness and platform inde- Police Commissioner pendence.

“Thanks to the introduction of the electronic criminal file and the interplay of IGVP (police integration process) and Fabasoft eGov-Suite, we have been able to simplify and streamline police processing procedures considerably and make better use of storage space for paper files.”

2 SOLUTION As an approved authority in the Free State of Ba- varia’s general contract with Fabasoft the police department decided to take advantage of the Fabasoft eGov-Suite+Bayern solution as its base software. Solu- tion adaptations, the integration of specialist applications and data migrations were developed and implemented as part of the “Electronic Criminal File Archive” (EKAA – “Electronic Criminal File Archive”).

Munich Police Department

CHRONOLOGY June 2005 Aug to Dec 2006 Launch of EKAA project Installation of prototype Over 3,000 police workers currently use EKAA for internal tests, creation of based on Fabasoft eGov-Suite. refined concept 3 IMPLEMENTATION After the decision was taken in April 2005 to introduce detailed specification, the specialist application inte- a document management system based on Fabasoft gration concept and the migration concept. After the eGov-Suite, the project started with the specification acceptance of the solution supplements and the spec- of the specialist application in June 2005. Workshops ification for the migration tool, the internal prepara- were held with the project team of the Munich Police tions for live operation – such as the procurement of Department and Fürstenfeldbruck police station to the required hardware, for example – began in October establish the required functionalities for the authori- 2007. Following a thorough quality assurance process ty-specific adaptations to EKAA, based on Fabasoft the solution went live at the Munich Police Depart- eGov-Suite+Bayern. ment and Fürstenfeldbruck police station in November 2008. Prior to this the migration of the old data from In August 2006 a prototype of the project solution the existing DokV system was carried out in October was installed for internal tests and the connection 2008. Over 3,000 police workers have now been work- to IGVP and KOFAX Capture was completed. The ing with EKAA based on Fabasoft eGov-Suite since project-specific findings were documented in the January 2009.

OBJECTIVES MET 4 FACTS AND FUNCTIONALITIES After going live in November 2008 the ➤➤ Over 3,000 users in Munich and Fürstenfeldbruck solution can now transfer information on work with the system scanned criminal files automatically via Fabasoft eGov-Suite to IGVP, the police’s ➤➤ Currently approx. 1,000,000 cases and approx. own IT process for workflow management. 80,000 criminal files digitised out of around Communication between the two systems 420,000 criminal files takes place on a bi-directional basis. This ➤➤ Automatic administration of structural organisation interaction enables the users to access the (users and organisational units via the connection of contents of centrally filed cases quickly. the employee records database These are called up directly from IGVP as a ➤➤ Smooth interaction of Fabasoft eGov-Suite with PDF overview. established scanning solution for mass scanning ➤➤ Integration of specialist application “IGVP” enables research throughout Bavaria ➤➤ Bavaria-wide rollout has been planned with up to 30,000 police employees in the final stage

Feb to Sept 2007 Oct 2007 to Sept 2008 Nov 2008 January 2009 Creation and approval of Internal preparations for live Live operation starts in Over 3,000 police solution supplements operation pilot areas workers now using EKAA CASE STUDY OVERVIEW

Client: Bavarian State Police Country: Germany Sector: Public administration

Task and objectives met Solution The Bavarian State Police (the regional police force of the As an approved authority in the Free State of Bavaria’s gen- Free State of Bavaria) ranks among the largest police de- eral contract with Fabasoft the police department decid- partments in Germany. As part of the modernisation of ad- ed to take advantage of the Fabasoft eGov-Suite+Bayern ministrational procedures the police also decided to mod- solution as its base software. Solution adaptations, the ernise their file and workflow processing with regard to the integration of specialist applications and data migrations filing of criminal files and workflow processes. The search were developed and implemented as part of the “Electron- began for a solution that would stand out through excep- ic Criminal File Archive” (EKAA – “Electronic Criminal File tional user-friendliness and platform independence. Archive”).

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