Public-sector digital transformation

Digital Transformation Strategy and As-Is Assessment for Public Institutions

Before choosing any system, we study how the institution actually works: its procedures, documents, existing systems, infrastructure and staff capacity. We turn the findings into a clear report and a phased roadmap that sets out what to digitize first and why.

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What we offer

Every ministry and public institution differs in its mandate, approval chains and data. That is why we do not start with a ready-made solution. We run structured interviews with the departments involved, review the paper forms and registers in use, map procedures as they are carried out today, and take stock of available systems, devices and networks.

We then identify gaps and bottlenecks, propose priorities that are realistic for the available resources, and split the work into small phases whose effect can be measured. The result is a working document management can discuss, adopt or adjust, not a generic marketing presentation.

The assessment can start with a single department or procedure and expand to the whole institution later if needed.

Who it is for

MinistriesWhen a consistent picture of the digital situation across directorates is needed before launching new projects.
Public authorities and institutionsWhen paper-based cases pile up and it is unclear where improvement should start.
Directorates and local branchesWhen working practices differ between branches and need gradual alignment.
Donors and international partnersWhen funding a digital project requires a documented needs assessment and a clear method.

Problems we address

No clear picture of the actual procedures, or of who approves what and at which stage.
Scattered systems bought or built at different times that do not exchange data.
Earlier digital projects that stalled because they ignored daily work or user skills.
Difficulty setting priorities between many needs and limited resources.
Missing documentation of infrastructure, devices and available licences.

Tasks and deliverables

As-is report: A documented description of procedures, systems, infrastructure and documents in use, with strengths and weaknesses.
Process maps: Diagrams of the main procedures as performed today, showing steps, responsible units and waiting times.
Gap and priority analysis: A list of gaps ranked by impact and effort to help management choose a starting point.
Phased roadmap: A plan setting out what each phase delivers, its prerequisites and known risks.
Initial system concept: A functional description of the proposed systems and how they connect, without committing to a specific product upfront.
Presentation and review session: Presenting the findings to management and the teams involved and adjusting the plan based on their feedback.

Who does what

What IAG does

Designing the assessment method and running interviews and workshops.
Documenting current procedures, systems and infrastructure.
Analysing gaps and proposing priorities and phases.
Preparing the report and roadmap and presenting them to management.
Updating the plan after review so it can serve as the basis for the next phases.

What specialists, partners and authorities do

The institution makes the final decision on priorities and phases and approves the plan.
The institution defines the legal and regulatory framework for its procedures and what may be digitized.
The institution appoints a coordinator and representatives of the departments involved and provides access to the required information.
Ownership of all data and documents gathered during the assessment remains with the institution.

Practical example

Illustrative scenario

Initial assessment of a service directorate

A directorate receives citizen applications on paper and struggles with delays and with knowing where a case currently is.

Interviews with front-desk staff, heads of section and management.
Mapping the three most frequent procedures.
Taking stock of devices, network and systems in use.
Identifying the longest waiting points and their causes.
Proposing a first phase: digital registration and status tracking of applications.
Presenting the findings to management for a decision.

This is an illustrative scenario describing our way of working, not a client reference or an existing project.

How we work together

Scoping
We agree with management on the departments and procedures covered, the duration and the point of contact.
Information gathering
Interviews, workshops, review of forms and registers, and site visits where needed.
Analysis
Process mapping, gap analysis and an estimate of effort and impact for each possible improvement.
Roadmap
Defining phases, priorities, prerequisites and risks.
Review and approval
Discussing the findings with management and refining them until the institution adopts them as a working document.

Intended results

A documented, shared picture of the current situation to build on.
Clear priorities that reduce the risk of investing in systems that do not fit how work is done.
A phased plan that allows starting small and measuring the effect before scaling up.

What we need from you

A coordinator from the institution and contacts in the departments involved.
Time for interviews with staff and officials.
Relevant forms, registers and internal circulars, without personal data.
Information on available systems, devices and networks.
Clarification of the legal framework or instructions governing the procedures.

Basis for cost and timeline

Cost and duration depend on the number of departments and procedures covered, the number of sites, and the availability of information and staff. We usually suggest starting with a defined scope at a fixed price and agreeing on further phases once the roadmap is approved. The final quote is set after an introductory session to clarify the scope.

Frequently asked questions

Do we have to start with a full assessment of the whole institution?

No. You can start with one department or one priority procedure and expand based on the results.

Do you recommend a specific product upfront?

No. We first describe what the institution needs functionally, then discuss suitable options, whether custom development or existing solutions.

Who owns the assessment results?

The report, documents and gathered data belong to the institution, which can use them with any implementing party.

Do you need access to citizens' files?

The assessment usually does not require personal data; understanding forms and procedures is enough. Any exception is decided by the institution and handled under its instructions.

Does the assessment cover infrastructure?

Yes, we take stock of devices, networks and servers to the extent they affect whether the plan can be implemented.

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