Page 29 - U4SSC Simple ways to be smart

• A complete city website with online procedures, including separate sections for employees
and the public.
• The option to program tasks and messages for individuals and organizational units, reducing
user errors and making it possible to monitor workflows.

• Tools for auditing processes, documents and users.

The system allows residents to make requests and get information about the status of their requests
online, reducing the need for them to go to the municipal offices.

Importantly for a small city like Ronda, the system does not require infrastructure to be implemented.
The system is provided as a service which makes the implementation fast. Employees are able to
work from any location with an Internet connection. The interface is web-based, intuitive and user-
friendly with menus and options adapted to the administrative work.

In small municipalities, the Gestiona system can satisfy most needs. In medium-size cities the system
can be integrated, using an Application Programming Interface (API), with other departmental
applications, like census or accounting, to fully automatize the internal processes. This system is
not suited to larger cities that require advanced data analysis modules for process optimization
and more sophisticated participation channels.

Results

During 2019 the city of Ronda had 4390 electronic procedures initiated by residents using the
website. Internally, 10 511 electronic folders were created, and 178 739 documents were signed
electronically.

The city has benefitted because:

• The number of face-to-face interactions at offices has been reduced by almost half.
• The traffic near the Town Hall has been significantly reduced.

• 80% reduction in the use of paper and printers by the city.

• 60% reduction in processing times.
• The ability to work remotely made it possible for the municipality to operate
during the COVID-19 lockdown.

The same system has been implemented in more than 6000 small and medium-size cities in Spain
since 2015, most with fewer than 20 000 inhabitants.

U4SSC: Simple ways to be smart 17