Technical inspection leader
The Office of Technical Inspection (Urząd Dozoru Technicznego – UDT) is a state institution controlling the safety of technical devices. It has 10 field branches and 22 offices located throughout Poland. The Office continues more than a hundred years of tradition of Polish technical supervision, being at the same time a leader in innovation of public security, thanks to the use of many modern IT tools.
Shortening the process of issuing administrative decisions
The UDT conducts technical research with the support of nearly 1200 inspectors controlling both simple and complex industrial installations throughout the country. Based on the results of the tests, the inspectors issue administrative decisions allowing the use of technical devices. The willingness to increase their comfort of working in the field and the need to shorten the process of issuing administrative decisions led the Office to look for a solution that will allow for faster and more effective implementation of existing tasks.
The UDT wanted the new system to provide them with the possibility of remote authorization of protocols and decisions while maintaining a high level of data security. It was also to be integrated with the eUDT.gov.pl portal, which is used to communicate with clients and provide them with efficient access to the complete offer of the office. The office considered the Asseco Data Systems (ADS) solutions the best solution to achieve this goal, and in 2019 it signed an agreement with the company to implement the Certum security and trust services, including the <a href="https://www.certum.eu/en/simplysign/" style="color: #5ec1b0" target="blank">SimplySign qualified electronic signature</a> and <a href="https://www.certum.eu/en/qualified-electronic-seal/" style="color: #5ec1b0" target="blank">electronic seal</a>.
Digitization of documentation and electronic signature
The main goal of the project was to implement electronically signed inspection documents. An essential part of it was the integration of the solutions with the office's IT environment, particularly with SIGMA – a mobile application for inspectors and the eUDT.gov.pl portal, where customers were to have access to the post-inspection documentation. ADS was also responsible for implementing the signature and validation module with a server electronic seal and their implementation in UDT domain applications.
The next stage included the distribution of 1200 qualified certificates to all UDT inspectors. This required the verification of the identity of its future users, and the UDT inspectors working in the field only periodically visited its branches and offices. Therefore, in order to streamline this process, it was decided to create a Business Identity Authentication Point (Biznesowy Punkt Potwierdzenia Tożsamości – BPPT) with an operator trained by ADS issuing electronic signatures in each of the 10 branches and headquarters of the UDT. Training materials were also developed in the form of short videos.
The exceptional determination of UDT resulted in the digital signature being available to each of the inspectors within just two months. As a result, since March 2019, 12% of decisions have been issued in electronic form. For 15 months since the start, their number has exceeded 100 thousand, each time replacing a paper document several pages long.
The innovation and unprecedented scale of the project in the public administration sector resulted in it being appreciated not only by clients but also by experts from the IT industry. Thanks to this, in 2020, it was among the winners of the “Best in Cloud” competition organized by the editors of Computerworld magazine, winning a distinction in the category “Best implementation projects”.
The project was already completed in March 2019, just 3 months after the start of implementation. It was implemented by an 11-person team consisting of 6 experts from the IT Department of the Office of Technical Inspection and 5 from Asseco Data Systems. The analysis, solution selection, and implementation planning went very smoothly thanks to good cooperation and precisely defined office needs.
Making the work of UDT inspectors easier and faster
- qualified electronic signature for inspectors
- full mobility of employees and greater efficiency
- significantly speeding up the issuing of post-control administrative decisions
- e-documents available in the eUDT portal
- reduced paper handling costs
- increased customer interest in the eUDT portal
