The project developed and published instructions for converting paper forms to web forms. The departments and staff divisions were also supported in their conversion of 12 paper forms. Specifically, at least 1 form was converted in each department.

The main focus for BfD was the transfer of know-how to the individual departments. Employees in the departments and staff divisions are now able to develop and implement web forms independently. A new category has also been introduced. A distinction is now made between web forms and paper forms.

Benefits of the project

• In addition to saving time when filling out the form, the main benefit of the project is increased user satisfaction: many people simply want to work digitally, and only digital allows them to work remotely in a meaningful way.
• This also saves JLU Giessen kilos of paper and kilometers of transport.
• It is also important to note that, according to Dr. Steffen Puhl, point of contact for digital accessibility and inclusion in IT, the use of a web form is much more accessible than any paper form.

Next steps

The results obtained are now being used in day-to-day business by the departments and staff divisions. Every paper form that is converted is a further step in digital transformation and increases user satisfaction. If required, BfD is available to provide support at any time.

The Digital Transformation Office (BfD) is supporting the transition from paper forms to web forms. As a result, the number of available web forms is continuously increasing. Until now, however, there has only been a central overview of the paper forms, which usually have to be printed out and signed by hand. Now, a central overview page with all web forms is also available:

•  https://www.uni-giessen.de/de/org/admin/w-form

This list updates itself automatically each time it is called up. Unlike the paper versions, the web forms can be used conveniently while working remotely. JLU's efforts to increase sustainability are also accommodated by eliminating a large quantity of printouts.

If you have paper forms in your department that you would like to convert to web forms, BfD will be happy to assist you. Just take a look at our project page Web Forms Made Easy and contact us at BfD.

Following the nationwide changeover of sick slips for employees with health insurance from the yellow paper notifications to an electronic process from 2022 to 2023, Justus Liebig University's (JLU's) Human Resources Department also revised its internal procedure for reporting sick days. In this context, BfD together with Department C launched the project Electronic Sick Slip (EAU). During the first phase of the project, they developed and published a web form within a few weeks. This not only streamlined and digitized the workflow but also economized and improved a number of things: 

• Around 10,000 printouts are saved per year.
• Storage space for 16 new file binders each year is freed up.
• Approx. 10,000 pieces of mail are no longer delivered (the in-house post office saves both human and logistical resources).
• Employees with disabilities can much more easily fill out the user-friendlier web form than the PDF document.
• The entire process can be done remotely (no more trips to the mail room to send and receive correspondence).

The second phase of the project is currently focused on automating Department C's electronic sick slip processing procedure as much as possible. BfD is using the experience gained from this as a best practice example for similar digital transformation projects in other departments and staff offices.

Here are the web forms for the electronic sick slip (German only).

More than 30 different contributors presented 20 activities dealing with digital teaching, research, and administrative topics. Explanations of digital technologies tailored to target audiences, concrete assistance, practical tips and answers to questions about digital applications, and presentations of innovative projects were all part of what was offered. Current topics such as ChatGPT, research data management, and the deployment of new software possibilities were presented and discussed during Digital Day. Participants were invited to try out formats in the fields of virtual and extended reality, serious games, and eye tracking. Organizations opened their doors to present both digital and analog collections, as well as their digital research and teaching projects.

The diverse features on offer at JLU's Digital Day showed that the topic of digital transformation permeates all areas of the university and engages all target audiences. From basic competencies in dealing with digital solutions to innovative application scenarios, digital transformation at JLU is a decisive influence in everyday work and studies.

The idea for Digital Day originated in the challenges associated with involving all participants and attracting target audiences with tailored solutions. Throughout Germany, this day is about participating in and supporting digital transformation within society. With its program, JLU has also shown that it recognizes this challenge and continues to focus on this need for information and support by providing appropriate solutions via the Digital Transformation Office.

Compared with all of Hessen, JLU emerged with the most comprehensive program. In order to keep living up to this pioneering role, the university will continue developing formats that promote participation in digital transformation at JLU and thereby offer successful, innovative contributors a platform with which to share their experiences.

We would like to thank everyone who made this day so multifaceted and unique, and we are already looking forward to Digital Day 2024.

Participants: University Library, University Computer Center, HessenHub, NIDIT, LevelUp, Bioinformatics and Systems Biology, Institute of Chemistry Education, The IT and Service Center of Faculty 02, JLU Collection of Classical Antiquities, Institute of Inorganic and Analytical Chemistry, Center for Teacher Education, UNIVERSUM, General University Sports, Teacher Education @nd Media (TE@M), and the Digital Transformation Office

Courses in the General University Sports program (AHS) are subject to a fee, and payment is made via a SEPA direct debit mandate. Until now, course participants had to print this out, sign it, and send it to AHS via mail. There, the SEPA mandates were manually sorted, managed, and kept in paper form until the end of the course.

BfD, with the help of Department D and Internal Audits, led the way in converting the process to a paperless online direct debit procedure. For course participants, printing and mailing is no longer necessary. For the administration, no longer needing to print direct debit mandates and store them has reduced their workload. The online procedure will start at the beginning of the booking period for sports courses on July 31, 2023.

The basic functions consist of an email client, access to one's personal university library account, a connection to FlexNow, and an opportunity to synchronize one's schedule from Stud.IP into the app's calendar. Moreover, the cafeterias' schedules, a collection of the most important web links, and a job portal are included. JLU's faculties, student associations, and facilities provide information about everything involving studies, the latest events, deadlines, dates, and much more.

MyJLU can be found in popular app stores.

The Digital Transformation Office closely coordinated the roll-out of the myJLU app with various university departments.

Links
Info about myJLU: https://www.uni-giessen.de/myjlu

Contact: myJLU@admin.uni-giessen.de

In the course of a work year, electronic documents, files, and e-mails accumulate in a variety of ways. However, employees often neglect to organize, file, and protect stored data. To help them structure their digital files and get a feel for the support needs within the university, the Digital Transformation Office (BfD) organized an event, Digital Spring Cleaning, on the first day of spring: March 20, 2023.

The vice president for scientific infrastructure, Prof. Dr. Alexander Goesmann, and Jeanette Jäger, a consultant in BfD, started the event at 9 a.m. with a short online keynote greeting to approximately 70 enthusiasts and launched them into spring cleaning. During the day, JLU employees had the opportunity to personally clean up their digital space via simple, accessible, and bilingual tutorials. At the end of the day, the event was evaluated.

The results, as well as personal feedback, showed widespread interest for the topic, and many JLU employees found the time and support for digital cleanup to be valuable.

For this reason, the digital cleanup tutorials will remain available at https://www.uni-giessen.de/en/organization/admin/staff-divisions-1/stwen/bfd-en/digspringfolder. Since the topic of digital filing continues to be relevant, BfD will soon offer additional, user-friendly formats oriented to specific target groups to help them with this task.

[1] https://publica.fraunhofer.de/handle/publica/294373, p. 54 (last accessed: April 6, 2023)

Marcus Enger (BfD1) has been leading the Digital Transformation Office (BfD) since July 1, 2022. He has been an executive and project manager in the software industry and has over 20 years of experience. Together with his team, he advises the vice president for academic infrastructure on strategic issues related to digital transformation, is responsible for continuously developing the digital transformation strategy, and coordinates/implements the Digital Pact for Higher Education.

Tim Bostick (BfD2) has been the assistant in the Digital Transformation Office since September 1, 2022. Previously he worked in the administration in Faculty 09 and the Staff Research Office for 15 years. He supports the team by establishing and using project management tools. He also helps maintain and improve websites and runs the central administration of the office.

Dr. Eva-Maria Huber (BfD3) has been working as a consultant in the Digital Transformation Office since June 15, 2022. Thanks to many years of work in the field of Classical Studies, she has gained experience in research and teaching. Her tasks include supervising Digital Pact projects that focus on studies and teaching, launching the myJLU app for students, and many others.

Jeanette Jäger (BfD4) has been a consultant in the Digital Transformation office since May 1, 2022. Although new to JLU, she has experience in IT project management, sustainability, and organizational development. In BfD Jeanette is the point of contact for digital transformation in research. She is also involved in change management during the university's digital transformation.

Jeldrik Glassl (BfD5) joined the BfD team as a consultant on August 1, 2022. He has been working in the executive administration at JLU for over 20 years, most recently in the chancellor's office, and brings to BfD his wealth of experience from numerous IT projects. His main focus is on digital transformation projects related to the administration.