Vaxholm City: A Managemant System for Systematic Quality Work

In the second half of 2015, the Social Services administration in Vaxholm City began digitalizing and developing its management system for systematic quality work in accordance with SOSFS 2011:9 (a law placed by the Government on Swedish Municipalities). By allowing employees to participate in the process description, the mapping has raised questions and explained methods, working methods, and results.

August 8, 2024

The assignment was to identify, describe, and define the processes needed to ensure the quality of operations. It may seem like a somewhat vague assignment, but with the help of 2c8 Apps and Stratsys, the goal was achieved. Mapping the agency’s processes has been a revolutionary journey, and a number of ‘trolls’ have been drawn out in light of the process descriptions.

“It is difficult to measure a successful product in the public sector. We were underperforming in several areas but couldn’t change because we couldn’t account for our processes. We were, therefore, in great need of a visual Management System to see what we could improve”, says Jan Sjöström, business developer at the Social Administration, Vaxholm City.

The Importance of Engaging Employees

The aim was to visualize the business, create a cultural change, and move from an individual-oriented organization to a system-oriented organization. Stratsys and 2c8 Apps were implemented at the beginning of 2016, and a critical success factor has been employee engagement and an open climate for change.

“We quickly formed a team, assigned responsibilities, and aimed to work from the bottom up. Each employee would work on a process so that we knew what we needed to start changing”, Jan Sjöström explains.

“We have depended on employees having the courage to talk about their processes and managers giving feedback. This has created an understanding of what a Management System means and led to increased user demand”, says Angelica Svensson, e-strategist at Vaxholm City.

One Process for all Exercise of Public Authority

The work has also led to a common process for exercising authority in all areas of Social Services.

“We call her Victoria, our own supermodel. The process is made with the help of 2c8 and generally works for administrators in all areas of activity. It is difficult to grasp an organization’s process, but 2c8 Apps clarifies our processes. Today, we can measure different activities and efforts made; an important lesson is that it is okay to make mistakes in order to improve”, says Angelica Svensson.

“2c8 Apps has helped our employees understand their work better. Today, it only takes a few minutes to get an overview and make decisions, which we would not have been able to do without the combination of 2c8 Apps and Stratsys”, Jan Sjöström says.