DMA for PSO

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Assessment of the Level of Digitalization for EDIH Clients

Digital Maturity Assessment (DMA)
Target Audience: Public-sector organizations
Phase: T0 (before the start of EDIH support)
MODULE 1: Customer Data

In this module, please provide basic general information about the public sector organization interested in receiving support from EDIH. This data is needed to analyze how your organization’s digital maturity compares to that of similar organizations.

Name of the organization supported by the EDIH

Tax ID Number (or equivalent)

Contact Person

Role within the organization

Email address

Phone number

Website

Type of Public Sector Organization

Number of employees in the organization

PIC number (if available)

ZIP Code & City

Street & House Number

M1.2. Which sector of government does your organization belong to? (Primary sector, required)

Which sector of government does your organization belong to? (Secondary sector, optional)

If you selected "Other," please specify:

MODULE 2: Level of Digitalization

The questions in this module are designed to measure your organization’s level of digitalization. This information helps determine the starting point for your organization’s digital transformation and identify areas where it may need support from the EDIH. It also helps in evaluating the services that the EDIH ultimately offers, as well as in assessing the EU policies and financial instruments that support EDIHs. The following dimensions are evaluated (using the evaluation criteria listed on the last page):

Digital Strategy and Investments

Readiness for Digital Transformation

People-Centered Digitalization

Data Management and Security

Interoperability

Green Digitalization

M2.1. Digitalization Strategy and Investments

The questions in this dimension are designed to assess the overall status of a digital transformation strategy within your organization. They ask about the organization’s readiness to embark on a digital journey that may require organizational and financial efforts that are not yet foreseeable, as well as the associated investments in digitalization per business area (either completed or planned).

M2.1.1. In which of the following ways is your organization prepared for (further) digitization? Please select all that apply.

The need for digitization has been identified and aligned with political and administrative goals Financial resources (own funds, grants, loans) have been identified to ensure the continuation of digitization projects for at least the next two years The IT infrastructures needed to support the digitalization plans are in place ICT specialists were hired or a corresponding subcontract was awarded (or the number of positions or subcontracts required was determined) There is an appropriate level of political commitment to lead the necessary organizational changes The management of the organizational units/departments and their staff are prepared and ready to support the digitalization plans Internal and external business processes can be adapted if digitalization requires it Offline services are ready to be brought online or further modernized through digital technologies The satisfaction of citizens and other stakeholders (businesses, NGOs, etc.) with online services/interactions is regularly assessed (e.g., through feedback forms, email correspondence, social media, etc.) The risks associated with digitization (e.g., unplanned impacts on other business areas) are taken into account None of the options listed above

M2.1.2. In which of the following operational areas has your organization already invested in digitalization, and in which areas does it plan to invest in the future? Please select all that apply.

Investment: Internal Processes (Administrative and Structural Processes)

No investment made and/or no investment planned Investment planned Investment already made

Investment: External Measures (Governance Processes, Citizen Participation)

No investment made and/or no investment planned Investment planned Investment already made

Investment: Policy Making (Policy-Making Cycle)

No investment made and/or no investment planned Investment planned Investment already made

Investment: Provision of public services (or products)

No investment made and/or no investment planned Investment planned Investment already made

Investment: Financial Management (Accounting, Logistics, e-Invoicing, etc.)

No investment made and/or no investment planned Investment planned Investment already made

Investment: Human Resources Management

No investment made and/or no investment planned Investment planned Investment already made

Investment: Procurement and Public Contracting

No investment made and/or no investment planned Investment planned Investment already made

Investment: Project Planning and Management

No investment made and/or no investment planned Investment planned Investment already made

M2.2. Readiness for Digital Transformation

This dimension provides an assessment of the current prevalence of digital technologies (both conventional and more advanced technologies).

M2.2.1. Which of the following digital technologies and solutions are already in use in your organization? (Select all that apply)

Connectivity Infrastructure (High-Speed Internet, Cloud, Remote Access) Website Web-based forms and blogs/forums for communicating with citizens Live chats, social networks, and chatbots for communicating with citizens Tools for remote collaboration (video conferencing, telework) Internal web portal (intranet) Information management systems (ERP, accounting, HR management, CRM, e-invoicing) Tools for Digital Public Services (Online Interaction/Services) Tools for Public Procurement (eProcurement)

Artificial Intelligence (e.g., machine learning, computer vision, natural language processing)

Not in use Use is being considered Prototype is in use Being tested Being implemented In operation

Communication technologies (e.g., 5G, software-defined networks)

Not in use Use is being considered Prototype is in use Being tested Being implemented In operation

Computer infrastructures (e.g., cloud computing, high-performance computing)

Not in use Use is being considered Prototype is in use Being tested Being implemented In operation

Distributed ledger technologies (e.g., blockchain)

Not in use Use is being considered Prototype is in use Being tested Being implemented In operation

Digital Identity (e.g., eID)

Not in use Use is being considered Prototype is in use Being tested Being implemented In operation

Immersive technologies (e.g., virtual reality, augmented reality)

Not in use Use is being considered Prototype is in use Being tested Being implemented In operation

Internet of Things (e.g., sensor networks, smart metering)

Not in use Use is being considered Prototype is in use Being tested Being implemented In operation

Software and service technologies (e.g., APIs, containerization)

Not in use Use is being considered Prototype is in use Being tested Being implemented In operation

M2.3. People-Centered Digitalization

This dimension assesses how employees are trained, engaged, and empowered for and through digital technologies, and how their working conditions are improved to increase their productivity and well-being.

M2.3.1. What is your organization doing to equip its employees with the skills needed for digital transformation and to provide them with continuing education? (Select all that apply)

Assesses employees’ competencies to identify skill gaps Develops a training plan for staff training and professional development Organizes short training sessions and provides tutorials/e-learning Offers simple opportunities for hands-on learning, peer learning, and experimentation Offers internships and job placement in key competency areas Funds participation in training programs offered by external organizations Utilizes subsidized training and continuing education programs

M2.3.2. How does your organization involve its employees when introducing new digital solutions and ensure acceptance among end users? (Select all that apply)

Raises employee awareness of new digital technologies Communicates digitalization plans to staff in a transparent manner Monitors acceptance and takes measures to mitigate side effects Involves employees in the design and development of digital solutions Gives employees more autonomy in performing tasks Reorganizes workplaces and tasks based on employee feedback Introduces more flexible work arrangements (e.g., remote work) Provides staff with a support team or service Provides end users (citizens/businesses) with a support team Uses end-user feedback to improve services

M2.4. Data Management and Security

This dimension covers how data is stored digitally, organized within the organization, made accessible via networked devices, and used for business purposes, while ensuring adequate data protection through cybersecurity measures. The question refers to data stored in all possible forms, including documents.

M2.4.1. How is your organization's data managed (in terms of storage, organization, access, and use)? (Select all that apply)

The organization has a data management policy/data management plan/catalog of measures The organization does not use paper forms for data collection The data is stored exclusively in digital form within the organization (e.g., in office applications, databases, etc.) The data is properly integrated (e.g., through interoperable systems, APIs) The data can be accessed in real time from various devices and locations The collected data is systematically analyzed and prepared for decision-making The organization's data is enriched with data from third parties (e.g., other government agencies or the private sector) The organization's data analyses are available on a regular basis and can be accessed without the help of experts (e.g., through dashboards) The organization's data is publicly available through an open data strategy plan

M2.4.2. Is the organization's data adequately secured? (Select all that apply)

Our organization has a data security policy and a catalog of measures There are established plans and measures in place to protect the organization’s data from cyberattacks Staff receive regular training and information on cybersecurityand data protection Security threats are regularly monitored and assessed A complete backup of critical business data is maintained (at an off-site location or in the cloud) There is a plan in place to maintain business operations in the event of unforeseen total system failures

M2.5. Interoperability

This dimension examines the level of interoperability the organization has achieved, as measured by the status of planning and implementation of a set of the 12 interoperability principles of the new European Interoperability Framework (EIF). M2.5.1. When digitizing processes and services, what steps does your organization take to share data, information, and knowledge with other public sector organizations? Please select all options that apply to your organization using the provided scale:

Publishing Data as Open Data