The Digitalization of Administrative Processes Program (PDaP)

Source: https://www.uni-bonn.de/en/university/organisation-and-institutions/university-administration/units/digitalization-of-administration/digitalization-administration?set_language=en Parent: https://www.uni-bonn.de/en/university/about-the-university/digitalization

The Digitalization of Administrative Processes Program (PDaP) was launched in 2020 to coordinate the digital transformation of the administration and drive it forward. It is bringing projects together, fostering cooperation among everyone involved and ensuring close alignment with the University’s strategic objectives.

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Topic areas

The University of Bonn is pursuing the strategic objective of making its administrative processes fully digital in order to achieve lasting gains in efficiency, user-friendliness and transparency in these processes. This is being underpinned by the provisions of the E-Government Act of the state of North Rhine-Westphalia (E-Government-Gesetz NRW, EGovG NRW) and the Online Access Act (Onlinezugangsgesetz, OZG) as well as by the NRW government’s digitalization strategy.

Responsibility for innovation

The PDaP is playing the strategic role of scrutinizing innovations such as artificial intelligence (AI) at an early stage and harnessing them for the administration in a responsible way.

SAP S/4HANA—a digital backbone\ The central ERP system is being steadily expanded to modernize finance, staffing and procurement practices.
E-documents and e-workflow management\ Central Administration is involved in joint projects as part of the Digitale Hochschule NRW initiative in order to introduce electronic documents and digital workflow management.
Implementing the EGovG NRW and OZG\ The administration is working with the E-Government/OZG Coordinator on implementing statutory requirements and improving digital services.
Other digitalization projects\ The administration is also optimizing its processes on an ongoing basis with an eye on synergy effects and interdependencies.

Portfolio management

Portfolio management for administrative digitalization projects was set up in 2025 to support efforts to prioritize and steer the various projects by assessing them systematically against a range of criteria. The associated Portfolio Board takes care of transparency and coordination, while several program committees are aiding the implementation process.

AI in Central Administration

One particular area of focus since 2024/25 has been the use of AI, which is opening up a wide range of possibilities for making administrative tasks more efficient and more user-friendly.

The University of Bonn has adopted a participatory approach here:

Setting up communities of practice and AI workshops
Piloting and rolling out large language models for the administration
“AI days” and podcasts to serve as platforms for dialogue and knowledge transfer
Dedicated “Fit for AI” training program from Human Resource Development

Invitation to contribute and outlook

The PDaP would like to invite all members of the University to actively help shape digitalization. Through agile structures and the use of the very latest technologies, from SAP S/4HANA to AI solutions, the program is creating a working environment that is geared toward the future and that actively embraces innovation, efficiency and collaboration.