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Anita Bunk
Head of Communications

Federal Agency for Family and Civil Society (BAFzA) uses the inubit BPM-Suite as the Platform for Processing ESF Grants Electronically

Comprehensive inubit web portal for electronic grants management – from application to funds management to reporting

Berlin, 05/26/2011 -

As the “Federal Agency for Civilian Service,” for more than 30 years the BAFzA was the point of service for persons completing compulsory civilian service as well as community service providers. Following changes in the legislation regarding military and civilian service, the BAFzA will expand into other fields of activity. This includes the task of managing grants from the Federal Government and the European Social Fund (ESF) as well as handling the associated funding projects. To ensure that the entire application process is customer-friendly and handled electronically, BAFzA decided to introduce a web portal based on the inubit BPM-Suite Business Process Management (BPM) software.

In the long-term, BAFzA wants to provide citizens with a modern service infrastructure and, in the context of expanding its field of activity, make all areas more process-oriented. In a first step, the electronic handling of ESF grants from application to complete funds management and reporting is now being implemented using the inubit BPM-Suite. This not only simplifies the application process and reduces processing times but also improves the quality of processing. After the successful introduction, there are plans to extend the use of the inubit BPM-Suite to other areas.

Electronic applications via web portal with integrated error checking

In future, applicants will be able to use a web portal based on the inubit BPM-Suite to submit grant applications. Extensive validations will take place as the application data is being entered. This will speed up the otherwise time-consuming approval processes, leaving BAFzA staff more time for personal customer service. This also applies to the follow-up process which, for example, supports access to funds, the creation of statements of use and final notifications as well as reporting for BAFzA staff. This also ensures that EU requirements are observed. In addition, the solution provides all interfaces to downstream systems, for example for payment processing and reporting to the EU.

The solution also provides BAFzA staff with extensive monitoring that can be used to check at any time how many applications have been received, how many of these have been approved or rejected and which cases still require clarification. The web portal provides applicants with a convenient way of viewing and managing their data in an accessible form and accessing the entire history of the grant.

“By using the inubit BPM-Suite we are positioning ourselves as a modern service provider and giving citizens easy access and fast processing for ESF grant programs,” summarizes Claus J. Scholl, IT Manager at BAFzA. After the successful implementation, the use of the inubit BPM-Suite is to be extended initially to additional grant programs and then to other business areas of the BAFzA.

About the Federal Agency for Family and Civil Society

The Federal Agency for Family and Civil Society is responsible for executing the Federal Voluntary Service Act. In addition, the Federal Agency can be entrusted with additional tasks as per Section 14 Paragraph 2 of the Federal Voluntary Service Act. These include the management of various programs of the European Social Fund and providing support for programs in the “old age and care” sector. The Federal Agency also hosts the office of the Contergan Foundation, the head office of the federal program “PROMOTING TOLERANCE – IMPROVING SKILLS” and the Federal service point “Growing together / multi-generational buildings.” The Conscientious Objection law and the Civilian Service law will still be carried out from here.

Press Release