When cities decide to undergo digital transformation, it is a big step that can change the entire way they function and communicate. Our capital city has so far been perceived as the epicenter of technological development and digitalization. However, Košice is not lagging behind, and this picturesque city is rapidly transforming into a digital and modern place to live. How exactly did they manage this?
We are pleased to introduce the latest addition to the field of urban technologies – the New City Intranet. This innovative tool, cooked up in the digital kitchen of Opium Systems, brings a wealth of useful features and applications that will significantly improve the lives of Košice employees and citizens. The intranet is not just another corporate tool. It is a new era for a city that is becoming a more progressive place to live every day.
Before Košice, we created one central hub where city employees will find everything under one roof, from directives and documents to contacts for colleagues and streams from the city council. As expected, this new city life hack did not do without digitalization and automation. It replaces processes that until now could only be handled face-to-face and with paperwork. By eliminating rummaging through piles of documents and standing in line, an enormous amount of time and nerves will be saved.
To improve employee efficiency and lives, we've developed several smart digital apps for them, such as a car reservation app.
The new City Hub provides the option to apply for recruitment fully online. The HR department can forget about piles of paper and envelopes with CVs – everything is now digitized. The platform allows for quick and easy browsing of all current recruitments and allows employees to submit requests for new recruitments directly through the intranet. The application is also connected to the city's website and is ready for integration with other job portals, such as Profesia.
The common goal is to create an environment that truly reflects the needs and desires of the city's citizens. This can only be achieved through action and feedback. Therefore, we have also integrated a function into the intranet for receiving requests, ideas, and complaints from citizens. This allows employees to easily and seamlessly share suggestions with city officials in individual departments. Everyone can get involved and participate in positive change; no voice will go unheard. Ideas and insights will help improve the city's infrastructure, services, and communication, while constructive criticism and complaints will help resolve problems more quickly and enhance the quality of life for Košice residents.
The city of Košice has a vehicle fleet that is available to employees as needed for the fulfillment of their work tasks. Until now, the entire reservation process was set up individually via email. Neither the administrator.
The new booking application provides a detailed overview of vehicles and their usage, thereby reducing administrative burden. It offers more features and faster processing of requests. The app allows you to quickly and easily find available vehicles and book them when needed. Other smart features of the application include tracking the current technical condition of the vehicle, its documents, and even recording technical inspections, emissions tests, and the validity of the toll sticker.
Each vehicle is registered in the system along with its specific equipment specifications and other features. If an employee needs a car for a highway trip, or a car with air conditioning on a hot summer day, the system will offer them a selection of vehicles that meet those specific needs when they make a reservation.
Car rentals and returns are recorded in real-time, ensuring an overview of vehicle availability. This means the same car can be rented by multiple employees within a single day.
The availability of detailed booking information allows administrators to track trip history, fault records, documents, and the validity of individual checks. Users, in turn, can view their trip history and record necessary information.
The app is fully integrated with Microsoft Teams, so you no longer need to call or send an email to make a reservation. The process itself is very intuitive. Right from the city hub, simply click the “Reserve a Car” button in the app, and a wizard will guide you through a simple process that creates the reservation for you and sends a notification to both you and the administrator. All you have to do is stop by to pick up the car key.
The new City Hub isn't just a technological gadget. It's a game-changing tool. It helps municipal employees collaborate more effectively and actively contribute to creating a better city. Its useful tools such as car booking, tenders, and the ability to submit requests are just the beginning of the potential this novelty represents.
This step moves Košice towards a more modern and inclusive city, ready for the future. With over 1,500 users across various departments, we can confidently say – Košice is now shining with a bright digital light. And we are grateful to be a part of this revolutionary transformation.
users
months
Solution
SharePoint and Teams
Microsoft SharePoint, Skybow Studio, Automation scripts for email communication
This case study was completed in June 2024.
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