Simplifying with Artificial Intelligence

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Image: Sonja Rode

Reliable in our day-to-day operations and open to forward-looking innovations: In line with this guiding principle of the administration, we began exploring the relevance of AI for administrative processes at an early stage. Through the “Simplifying with AI” initiative, we aim to make effective use of artificial intelligence in administrative work. We expect this to reduce the burden of routine tasks and free up more time for service, consultation, and new ideas. Of course, we also remain mindful of the risks associated with the use of AI.

Dr. Oliver Fromm, Chancellor of the University of Kassel

Simplifying with AI

The introduction of artificial intelligence (AI) into public administration poses a major challenge, but it also holds enormous potential for increasing efficiency and optimizing processes. The “Simplifying with AI” initiative at the University of Kassel outlines a systematic approach to integrating AI into workflows. This approach builds on the “Simplify and Eliminate” strategy, which has been in place since 2023, and aims to reduce the workload for both academic and administrative staff.

Success Factors for Administrative Simplification

A key aspect of successfully introducing AI into public administration is changing work practices and empowering employees to use new technologies. The slogan “From Sprint to Spirit” underscores that it is not enough to conduct short-term experiments with AI; rather, a long-term integration and cultural transformation must take place. The effective use of AI tools for process optimization requires employees to develop skills, demonstrate a willingness to learn, and receive appropriate support.

Challenges in Implementing AI

Legal and ethical considerations are crucial when introducing AI. Solutions must comply with data protection regulations (GDPR) and align with the European AI Act. Furthermore, the responsible handling of sensitive data is essential to protect against misuse and data breaches.

Pilot Groups as a Practical Approach

A central element of the “Simplifying with AI” initiative is exploratory pilot groups, in which our AI pioneers test tools in real-world, day-to-day work settings and evaluate their applicability. Organized by Human Resources and Organizational Development, the goal is to identify concrete use cases that deliver real added value. The “pioneers” share their experiences as change agents within their respective departments.

Expectations and Long-Term Effects

The work of the pilot groups has several positive effects:

  1. Skill development: Participants develop practical skills in using AI tools and can assess their benefits for their daily work.
  2. Learning organization: Targeted training and implementation measures are derived based on these experiences. Topic-specific pilot projects are planned for the future.
  3. Strategic AI integration: The insights gained serve as the foundation for university-wide measures to implement AI. This includes the development of customized tools, licensing strategies, and data protection solutions.

The “AI Pioneers” demonstrate that the introduction of AI in administration is primarily a cultural shift and not merely a technical challenge. Sustainable integration can be achieved through hands-on testing and close support for Employees.

AI-FrAItage Experimental Space

In pilot groups, employees from different organizational units test AI applications under real-world working conditions—with guidance from AI experts. These pilot groups function as communities of practice: through shared learning and cross-functional exchange, they build collective expertise.

AI-FrAItage Experimental Space: Read More