General details
EDIHs involved
Customer
Customer size: Small (10-49)
Customer turnover: Not applicable – beneficiaries are public institutions
Challenges
The enrollment process in kindergartens was traditionally manual and inefficient, relying on paper-based forms, in-person validation, and manual data entry into the national SIIIR system. This led to time-consuming procedures, frequent errors, and administrative burdens for both staff and parents. The lack of standardised digital tools, limited IT infrastructure, and absence of dedicated IT personnel made it difficult for kindergartens—especially those with constrained budgets—to modernise their systems independently.
In this context, CITYINNOHUB EDIH was engaged to support a pilot digital transformation initiative. The goal was to address widespread inefficiencies and offer a streamlined, secure, and accessible enrollment solution. The kindergartens involved in the project needed to reduce administrative workload, improve data accuracy, ensure secure document handling, and enhance communication with parents.
The challenge was not only technological but also organisational: institutions needed support to adopt digital tools that were easy to use, compatible with existing systems like SIIIR, and tailored to their specific context. Data protection, staff digital skills, and user experience were key considerations. The engagement with CITYINNOHUB provided an opportunity to explore innovative solutions that could bring lasting improvements to public sector administration at the local level.
Solutions
The solution centered on the design and deployment of Ana, a digital assistant integrated into the ISJ Constanța website, developed using Druid chatbot technology. Ana guided parents step by step through the kindergarten enrollment process, allowing them to upload the necessary documents directly online. These documents were processed using Optical Character Recognition (OCR) to extract relevant information, which was then used to automatically generate enrollment forms in PDF format.
To ensure seamless integration with existing national systems, the solution leveraged Robotic Process Automation (RPA) via UiPath to transfer the extracted data directly into the SIIIR platform (Integrated Education Enrollment System of Romania). This end-to-end automation eliminated the need for physical presence, minimised manual data entry, and significantly improved the speed and accuracy of the enrollment process.
The initiative was supported by CITYINNOHUB EDIH, which provided technical and financial resources to cover development, testing, and implementation. Software licenses were extended pro bono by the technology provider, while kindergartens contributed through staff involvement and use of their existing infrastructure. This public-private collaboration ensured a cost-effective, user-friendly, and scalable solution that addressed the real needs of local institutions.
Beyond technology, the project also included training and support to build digital competencies among staff, ensuring sustainable adoption. The approach set the stage for replicating the model across other regions, contributing to the broader modernisation of public services in education.
Results and Benefits
The implementation of the digital enrollment solution delivered both measurable outcomes and long-term benefits for the 14 participating kindergartens. Processing time per enrollment request dropped by over 70%, from an average of 20 minutes manually to just 5 minutes using the digital assistant. More than 100 enrollment requests were processed digitally during the pilot, showcasing the solution’s efficiency and scalability.
Beyond numbers, the project transformed the user experience. Parents benefited from a simplified, accessible, and remote process for submitting documents, while staff saw a major reduction in paperwork and gained time for educational tasks. The chatbot Ana offered a consistent and intuitive interface, guiding users through each step and minimising data entry errors.
The integration of OCR and RPA technologies introduced advanced digital capabilities into institutions that previously relied on fully manual processes. Staff members were exposed to tools such as cloud storage, automated document generation, and electronic signatures, significantly boosting their digital skills and institutional maturity.
The project was funded primarily through public resources from CITYINNOHUB EDIH, with in-kind contributions from kindergartens (staff time and IT infrastructure). The model proved cost-effective, with clear potential for long-term savings: reduced paper use, fewer manual tasks, and streamlined operations. At scale, national-level adoption of the solution could save up to one million euros annually, considering the size of the education system workforce.
The digital foundation established through this initiative is reusable for future modernisation efforts, reinforcing the project’s strategic value.
📹 Watch the video showcasing the solution:
https://www.youtube.com/@CiTyINNOHUB
Perceived social/economic impact
The digital enrollment solution generated meaningful social and economic benefits for participating kindergartens and their communities.
Socially, it improved access to early childhood education, especially for parents in rural areas, with limited mobility, or constrained by work schedules. The ability to enroll children remotely reduced stress and travel time, while clear online instructions and instant confirmation built trust and transparency in the process.
Economically, the project led to cost savings by reducing paper use, printing, and physical storage. Administrative staff could focus on higher-value tasks such as educational planning and family support, increasing operational efficiency. Fewer in-person visits also cut overhead costs related to front-desk services.
Beyond immediate gains, the project encouraged a culture of digital innovation within public institutions. It showcased how low-cost, scalable technologies can modernise essential services, setting the stage for wider adoption and long-term transformation in the public education sector.
Measurable data
The project’s impact is supported by both quantitative and qualitative data. Digital Maturity Assessments (DMA) conducted before and after implementation revealed an average score of 19%, highlighting a low but improving level of digital readiness among kindergartens.
Operational efficiency saw a marked improvement: the processing time per enrollment request dropped from 20 to 5 minutes, representing a 75% time reduction. Additionally, over 100 enrollment applications were successfully submitted and processed through the new digital platform.
These results demonstrate the solution’s effectiveness, scalability, and strong alignment with the kindergartens’ digital transformation objectives.
DMA score and results - Stage 0
The T0 Digital Maturity Assessment (DMA) conducted with the 14 kindergartens involved in the pilot project revealed an average digital maturity score of 19%. This score reflects a low level of digital maturity prior to the implementation of the digital enrollment solution, highlighting the need for targeted interventions to enhance digital capabilities across the institutions.
Despite the modest overall score, the assessment identified several strengths that positioned the kindergartens well for digital transformation. They showed strong awareness of internal processes, which helped tailor the chatbot to real operational needs. Their openness to digital innovation and willingness to engage with new tools were also key to successful implementation.
However, the DMA identified several weaknesses that needed to be addressed. One of the most significant gaps was in the area of digital readiness. The kindergartens showed no experience with emerging technologies such as Optical Character Recognition (OCR), Robotic Process Automation (RPA) or Chatbot technology. This limited their ability to independently initiate or manage digital transformation efforts. Additionally, the institutions faced challenges related to technical infrastructure and digital skills. Staff members had limited familiarity with tools like cloud storage or automated document workflows. These deficiencies initially posed obstacles to implementation and required targeted training and support.
The introduction of the digital assistant Ana, using OCR and RPA, marked a turning point. The project gave the kindergartens hands-on experience with advanced tools, boosting efficiency and deepening their understanding of digital solutions in public services. As a result, they made measurable progress in digital readiness, laying the groundwork for future initiatives.
Lessons learned
Do’s
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Co-design with users to ensure the chatbot addresses real needs and reflects day-to-day workflows.
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Integrate with national systems like SIIIR to enable smoother data flows, reduce redundancy, and increase trust in the solution.
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Ensure full alignment with official forms and criteria to avoid inconsistencies and administrative issues.
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Promote digital inclusion by designing clear, intuitive interfaces that are accessible for all users, including those with limited digital skills.
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Incorporate strong validation logic to prevent input errors and improve data accuracy from the outset.
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Assess and strengthen digital readiness, including training for staff, to ensure they can confidently use and support the system.
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Prioritise a logical conversation flow, starting with key information before requesting more specific data.
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Design for flexibility, allowing for future updates or integration of new features without major overhauls.
Don’ts
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Don’t skip testing: avoid building directly in production environments; thorough testing is critical for a smooth launch.
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Don’t rush implementation: a one-week timeline is unrealistic for full rollout; plan sufficient time for design, testing and feedback loops.
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Don’t assume all users are digitally literate: some parents may require guidance or alternative access points.
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Don’t include unsupported or unofficial eligibility criteria: only use those officially recognised by SIIIR to prevent confusion and errors.
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Don’t proceed without basic infrastructure in place, as this can derail the entire initiative.
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