Digital Form Management Project

As part of its digital transformation, the University of Kassel is implementing a digital form management system. The goal of the project is to make administrative processes simpler, more transparent, and more efficient through the use of digital forms and automated workflows. The focus is particularly on application and approval processes, which are intended to involve fewer media breaks in the future.

The project is being implemented using Formcycle, a low-code application for creating digital forms and mapping workflows. The project is being implemented in a participatory manner: requirements are being developed in collaboration with the participating administrative departments, administrative staff, and from the users’ perspective. At the same time, integration with the document management system (DMS) is being considered to enable a comprehensive digital mapping of processes in the long term.

Project Progress: From Process Mapping to Digital Forms

The project involves analyzing existing administrative processes and assessing their suitability for digital implementation. In doing so, workflows, responsibilities, approval steps, and existing media breaks are examined in collaboration with the participating organizational units.

A central component of the project is the participatory development of forms and workflows. The perspective of case administration is taken into account just as much as the user’s perspective. The goal is to create digital solutions that are technically accurate, understandable, and practical.

How does Formcycle work?

Formcycle allows you to create digital forms and link them to automated workflows. Users fill out a form online and submit it digitally. The process is then automatically forwarded to the appropriate departments. Reviews, approvals, follow-up questions, and notifications can be integrated directly into the workflow.

The low-code approach allows forms and processes to be created and customized flexibly without requiring extensive software development for every change.

Networking

Hesse-wide and nationwide collaboration with other universities

The project is integrated into a network of universities spanning Hesse and the entire country. Through regular exchanges, experiences, solutions, and proven forms and workflows are shared. In this way, the University of Kassel benefits from the insights of other universities and contributes its own experiences to the higher education landscape.

In the long term, digital form management helps make administrative processes more service-oriented, transparent, and efficient. In close coordination with the document management system, the goal is to lay the groundwork for a more interconnected digital administration with minimal media discontinuity.