The Chancellor’s Digitalization staff unit was established on January 1, 2025. The digitalization of administrative processes is under the technical responsibility of JGU’s Chief Information Officer. The staff unit serves as the central point of contact for the administration with regard to digitalization projects. It supports the university in harnessing the potential of digital transformation and addressing the associated challenges.
We manage digitalization projects and support JGU institutions in selecting, implementing, and using information and communication systems, including aspects of organizational design. We implement digitalization projects in the administration, in close coordination with users from divisions, departments, and staff units. In addition to project management, our tasks include networking and coordinating stakeholders, driving innovation, and promoting the skills required for digital change.
Completed digitalization projects include, for example, the development of the identity management system (IdM), the transition to MACH Web 2.0, the introduction of an applicant management system, the redesign of vehicle entry permit management, and the digitalization of paper-based application processes, such as mobile working or the notification of secondary employment.
Digitalization is not just about converting analog processes into digital ones; it also involves analyzing and redesigning processes for users. Our team provides support throughout these projects, while the responsibility for each process remains with the users. The aim is to reduce the amount of work required for processing individual jobs by allowing data to be entered directly into the system via digital self-service. The streamlining of processes therefore contributes to reducing bureaucracy.
The team identifies digitalization needs, determines which areas will have the greatest impact for JGU, and prioritizes digitalization projects in coordination with the Executive University Board. It takes external requirements into account and evaluates internal resources. Communication on strategic goals and planning is as transparent as possible.
The staff unit ensures internal and external networking of the stakeholders in various formats in order to exchange and pass on best practices. This allows project participants in different areas to learn from each other and avoid redundant work. We coordinate events, network meetings, and digital exchange formats.
We are the point of contact for innovative ideas and seek to introduce new technologies into the organization in accordance with legal and data protection requirements. For example, application ideas for artificial intelligence (AI) are collected and evaluated to determine whether and how they could be of benefit to the JGU administration. The “AI chat“, a large language model (LLM) operated on ZDV servers, is already being used on a pilot basis in the administration.
It is our goal to foster a digital culture at JGU. We wish to offer support for employees in order to strengthen digital skills and promote acceptance. The staff unit is involved in developing a concept for how to convey the necessary digitalization skills. We create tutorials and explanatory videos on how to use productive software, e.g. for e-procurement and e-billing, to help users quickly find their way around. We are also involved in staff trainings and the development of further education programs.
The JGU Digitalization staff unit actively drives digital transformation by advancing a large number of projects. Examples include the introduction of e-billing and e-procurement, a self-service system for vehicle entry permits, the tendering of a data protection management system and the application management system for filling vacant positions, as well as the continued development of JGU software, such as identity management or the RAPS room planning system.
