Public-sector digital transformation

Internal Administration Systems: HR, Procurement, Inventory and Assets

We build or configure systems that support internal administration in public institutions: staff files, leave and attendance; purchase requests and their approval stages; warehouses and issuing; and asset and custody registers. Each module is designed around the financial and administrative rules that apply to the institution.

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What we offer

Internal administration in the public sector follows specific rules for appointments, leave, procurement, issuing and stocktaking. We therefore start by documenting these rules and the approved forms, then decide what to digitize first: a single staff register, tracking of purchase requests, or an asset inventory.

Modules can be implemented separately or together: staff records, leave and attendance; purchase requests with approval stages and delivery tracking; warehouses with receipts, issues and balances; and assets with tagging, custody assignment and maintenance. IAG products such as IAG HR and IAG ERP can be used where they fit, or custom solutions developed where procedures differ.

We do not provide official legal or accounting advice; financial and administrative rules remain the responsibility of the institution and its oversight bodies. Our role is to turn them into a usable, traceable system.

Who it is for

Administrative affairs and HR directoratesTo unify staff files, leave and attendance.
Procurement and contracts unitsTo track purchase requests, approval stages and deliveries.
Warehouses and custodiansTo control receipts, issues, balances and stocktaking.
Senior management and internal controlTo get reliable reports on resources and assets.

Problems we address

Scattered paper staff files and difficulty producing reports.
Purchase requests whose stage or cause of delay is hard to determine.
Warehouse balances that do not match reality and lengthy stocktakes.
Untagged assets and devices with no clear location or custodian.
Multiple copies of spreadsheets leading to conflicting figures.

Tasks and deliverables

Staff records module: Staff files, organization chart, leave and attendance according to the institution's instructions.
Purchase request module: Submitting requests, approval at defined levels, and tracking of delivery and receipt.
Warehouse module: Items, receipts, issues, balances and stocktake reports.
Asset and custody register: Asset tagging, assignment to staff and locations, and recording of maintenance and transfers.
Data migration: Moving data from current spreadsheets or registers after cleaning and verification.
Management reports: Periodic reports on staff, procurement, stock and assets.

Who does what

What IAG does

Documenting administrative procedures and approved forms.
Designing and configuring or developing the modules.
Cleaning and migrating existing data in coordination with the institution.
Testing with users and training.
Technical support and adjustments after go-live.

What specialists, partners and authorities do

The institution defines the financial and administrative rules and permissions the system must reflect.
The institution takes decisions on appointments, leave, purchasing and issuing; the system records and tracks them.
The institution reviews migrated data and confirms its accuracy.
Staff and resource data remain the property of the institution and are subject to its privacy and access policies.

Practical example

Illustrative scenario

Tracking purchase requests and asset inventory

An institution follows purchase requests through paper correspondence and has no up-to-date record of devices issued to staff.

The requesting unit registers the purchase request electronically.
It is approved at the levels defined in the institution's instructions.
Receipt is recorded and items are booked into the warehouse.
Devices are tagged and registered as custody of the receiving employee.
A monthly report lists pending requests and assets by location.

This is an illustrative scenario to explain the idea, not a client reference or an existing project.

How we work together

Set the priority
Choosing the most urgent module as a starting point and defining its scope.
Document the rules
Collecting the approved instructions, forms and permissions.
Configure or develop
Setting up the module according to the rules and reviewing it with users.
Migrate data
Cleaning and transferring existing data, approved by the institution.
Go-live and support
Gradual go-live, training, follow-up and adjustments.

Intended results

One source of administrative data instead of multiple spreadsheets.
Clearer tracking of purchase requests and their stages.
Better knowledge of stock and assets, where they are and who is responsible.
Faster reports for management and internal control.

What we need from you

Administrative and financial instructions and the forms in use.
Organization chart and authority levels.
Current staff, item or asset data in whatever format is available.
A contact from each unit involved for design and testing.
A decision on where the system is hosted.

Basis for cost and timeline

Cost depends on the modules required, the number of users and sites, the volume and condition of data to be migrated, integration with other systems, and whether the solution configures an existing product or is custom-built. We work in phases per module, with an optional ongoing support agreement.

Frequently asked questions

Do all modules have to be implemented together?

No. You can start with one module and add and connect others later.

Does the system include payroll and accounting?

This can be assessed as needed, while financial and accounting rules remain the responsibility of the institution and its specialists.

Do you use IAG products or custom development?

We decide after studying the procedures: IAG HR or IAG ERP where they fit, custom development where needed.

What about data in our current Excel sheets?

We clean and migrate it in coordination with you, and the institution reviews and approves the result before go-live.

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