Digital transformation: more effective, more transparent, faster

Reaching people in emergencies more effectively, streamlining accounting processes and handling legal cases more efficiently: GIZ’s digital transformation is making many tasks easier, both in internal processes and project work. Here is one example from Zambia.

When Bernard Kasaka was to be charged following a fight, he was very afraid. The Zambian judicial system has been severely overwhelmed with cases for many years, with some offenders waiting several years in custody before court proceedings begin. A disproportionate number of people like Bernard, who cannot afford a lawyer of their own, often have no way of asserting their rights. A long period on remand would have been a disaster for Bernard. He is the main provider for his nine grandchildren. His family depends on his income.

But Bernard Kasaka found the help he needed at a legal advice centre set up through the EnACT project, which is implemented by GIZ. EnACT trains paralegals who support individuals who would otherwise be left to fend for themselves. Central to their work is a digital case management system. With this, they are able to access all documents relating to legal proceedings from a number of different locations. The software allows for as many cases as possible to be handled by the staff available. For Bernard Kasaka, it meant that he was released on bail and ultimately served no prison time.

Photo: A woman working on a laptop. — Digital case management facilitates the work of paralegals in Zambia.
© GIZ / Duncan Nkhata

30 minutes instead of 30 days thanks to internal digitalisation

In the Zambian capital, Lusaka, GIZ staff member Choolwe Samboko works as an accountant and strategy manager in the EnACT project office. GIZ’s digital transformation is also making his work much more efficient. Until about three years ago, he and his colleagues were still processing contracts and monitoring receivables on paper. Since the switch to digital solutions, many aspects of their work can be completed faster and more easily. ‘It used to take us almost a month to check our books and contracts. Now it takes 30 minutes,’ says Choolwe. This saves resources, which benefits the people in projects – people like Bernard Kasaka.

Photo: Two women sitting opposite each other at a desk. — © GIZ / Bellah Zulu

Equal justice for all – free legal assistance in Zambia

Learn more about how the free legal advice centres have already helped 100,000 Zambians.

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»During the course of a project, you develop diverse business relationships with governmental and non-governmental organisations, trainers, advisors and service providers. Digital solutions help us to process contracts, procurement and payroll efficiently and transparently.«

Choolwe Samboko, Senior Finance Manager at GIZ for the EnACT project
© Omelie Impundu

Double digitalisation

The EnACT project is a prime example of the advantages brought about by GIZ’s digital transformation. Whether through digital learning platforms or advice on digital strategies, GIZ works with its partners around the globe to ensure that digitalisation benefits everyone. More and more often, we are being commissioned to address global topics such as education, climate change and poverty using digital approaches. This is because digital solutions, such as the case management system in Zambia, make projects more effective.

Photo: Two men standing face-to-face. The man on the left is wearing a VR headset. — © GIZ

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Photo: Several small groups working together on laptops. — With all digital projects the focus is on people.
© GIZ

At the same time, in a digitalised world, our commissioning parties and partners also have higher expectations and requirements regarding the effectiveness, efficiency, transparency and compliance of projects. GIZ’s digitalisation simplifies many work processes and standardises them worldwide. This helps to allocate time and money efficiently, where it is needed most. ‘We work in a complex environment,’ says Benjamin Güldemann, Head of Finance and Administration at the Zambia country office. ‘And the smoother and more efficient our internal processes are, the better we can provide our commissioning parties and partners with the services we are actually here to deliver.’

»The smoother and more efficient our internal processes are, the better we can provide our commissioning parties and partners with the services we are actually here to deliver.«

Benjamin Güldemann, Head of Finance and Administration at GIZ Zambia
© Benjamin Güldemann

The digital country office

GIZ has grown steadily over the last decade and its business areas have become more diverse. This has made it necessary to standardise and simplify internal processes worldwide. One example of this is the Common Portal. This platform is used by country and project offices for the joint handling of procurement and administration processes. If purchases exceed a certain cost limit, for example, they have to be processed by projects like EnACT via the GIZ country office. Choolwe Samboko submits the application quickly and transparently via the Common Portal software, where Benjamin Güldemann can process it directly – marked progress: ‘In the past, purchase applications were prepared in Word, printed out and signed. A procurement officer would then be driven to the country office with the application.’ The digitalisation of these processes has led to a significant reduction in compliance problems, such as missing vouchers or files.

Globally standardised processes in the digital country office

The Common Portal software digitally maps central administrative processes in GIZ’s country and project offices. As a result, these processes are standardised globally, easy to learn and save time. Around 20,000 people in over 90 countries currently use the software. In addition to processing the purchase of materials and equipment, the administrative platform includes functions such as HR management, financing and contract management. The individual modules can be adapted to a country’s specific needs.

Around 20,000

staff members use the Common Portal 2.0 platform for digital administration.

Photo: A man explains something. A laptop is on the table in front of him. — © GIZ / Tillmann Franzen

Photo: View of a tablet screen. — In emergencies, swift action is required. The EMNS informs staff members of dangerous situations within seconds.
© GIZ

Digital and standardised, even in emergencies

Over half of GIZ’s staff members work in fragile environments, such as Iraq, Yemen or Mali. To be able to work in these places, it is vital to have a reliable security risk management system that staff trust. Here, too, we prioritise fast, standardised and digital processes: since 2023, we have been using the Emergency Mass Notification System (EMNS) to reach and inform employees worldwide in emergencies.

In the event of an earthquake, for example, as was the case in Türkiye and Syria in February 2023, security risk managers on the ground need to gain an overview of the situation quickly: who is in the country and who needs help? Using the EMNS, they can inform staff members immediately and centrally by text message, automated call, email or app about dangerous situations such as terror attacks, abductions or natural disasters. Employees can then indicate at the touch of a button whether they are safe or need help. As a result, within minutes, the risk managers responsible for protecting staff receive an accurate situation report, showing where they need to concentrate their efforts. This ensures that, even in a crisis, GIZ is able to act quickly, efficiently and effectively.

4 million

text messages are sent by the EMNS every year.

Highest security standards for GIZ staff

GIZ’s Emergency Mass Notification System (EMNS) is a cloud-based emergency messaging system that is used worldwide by government and security agencies as well as private entities. By checking in on the app, GIZ staff members can use the EMNS at any time to transmit their exact location in seconds. This means that they automatically receive location-specific alarms and can be reassured that the security risk managers are always aware of their last location – even in areas without street names. The EMNS has been available to all staff globally since 2023. When their place of assignment changes, staff are already familiar with the system thanks to company-wide standardisation. GIZ’s use of such an EMNS in so many countries is trailblazing in Europe.