19,200 dematerialized requests, 1,600 connected agents: Allier is reinventing public services

Committed since 2012 to an exemplary dematerialization project, the Department of Allier has chosen the Efalia Suite to transform its internal processes and improve service to users. This ambitious project began with the dematerialization of social assistance services documents and has gradually expanded to other areas, including a user portal for disabled beneficiaries, human resources management and numerous automated administrative processes. This global digital transformation has made it possible to optimize the work of agents, to improve the traceability of cases and to offer better service to citizens.

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Challenge

The Department of Allier was facing several challenges in managing its services and documents:

• Need to modernize the processes for processing social assistance applications, the department's main expenditure item

• Need to improve the accessibility of services for persons with disabilities and their guardians

• Large volumes of paper documents causing storage and search difficulties

• Lack of traceability and security of administrative processes

• Complexity in managing human resources and associated documents

• Willingness to facilitate teleworking and to improve the attractiveness of the department as an employer

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Solution

To meet these challenges, the Allier Department has gradually deployed several Efalia Suite solutions since 2012, with a methodical approach by service and by use case.

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Efalia Suite

• Efalia Doc (GED): Electronic Document Management Solution selected in 2015 for the Disability sector, then extended to general social assistance, integrated with the Solis “social” business software

• Efalia Portal (GRU): Portal for tele-services and documentary exchanges deployed in 2022 for the field of disability, with an extension planned for all social assistance

• Efalia Process (BPM): Business process management solution deployed from 2020, making it possible to automate numerous internal procedures

• Efalia Transfer: Solution for the transmission of digital files between Departmental Centers for Persons with Disabilities (MDPH)

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Results

The dematerialization project in the Department of Allier, which has been gradually deployed for more than 10 years, has profoundly transformed the functioning of the community and its relationship with users. The adoption of the Efalia Suite has allowed a complete digital transition, affecting numerous services and bringing tangible benefits both for the administration and for citizens.

Thanks to a methodical and gradual implementation of the various solutions of the Efalia Suite, the Allier Department has succeeded in an exemplary digital transformation. The EDM Efalia Doc made it possible to dematerialize files and documents for multiple services: social assistance, disability, RSA integration, child aid and support for childminders. The tele-services portal improved users' access to departmental services, while the Efalia Process BPM solution automated more than 19,200 internal administrative requests. The community has also extended digitization to human resources, with 2,000 payslips going through the GED and the prospect of the complete dematerialization of personal files. This transformation has significantly improved administrative efficiency, facilitated documentary research, and strengthened process traceability.

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• Progressive dematerialization : Methodical extension to multiple services and areas of activity

• Improved accessibility: Teleservice portal dedicated to disability and planned extension for all social benefits

• Internal automation: Continuous deployment of new business processes (teleworking, accounting management, legal assistance...)

• Optimized human resources: Digital safe for payslips and dematerialization of personal files

• Remote work support : Tools that facilitate remote work and improve the attractiveness of the department

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Key figures

• Constant evolution: New business processes added every year since 2020

• Broad adoption: 1,600 users with access to solutions

• Volume processed: More than 19,200 requests managed by dematerialized processes

• Diversification: 5+ fields of application (social, HR, infrastructure, accounting...)

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Return on investment

• Data sustainability: Sustainable preservation and security of digital documents

• Reliability and traceability: Precise monitoring of processes and administrative decisions

• Optimization of searches: Fast access to documents and files

• Time savings: Significant reduction in administrative processing times

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