The management of public service travel orders is undergoing a profound transformation, mainly driven by new technologies. By 2025, the adoption of a digitised solution for managing the travel of public servants will no longer be an option, but a strategic necessity. By facilitating the automation of administrative processes, this digitisation will not only optimise costs, but also enhance the transparency, compliance and efficiency of public services
Why should the civil service go digital ?
1. Inefficient and costly manual processes
The management of public service task orders is still largely based on manual and fragmented processes, involving cumbersome and time-consuming administrative tasks. Not only is this traditional management susceptible to human error, it is also a source of delay and inefficiency. Agents often have to fill in paper forms, obtain manual signatures and then forward the documents for validation or reimbursement. This process is costly in terms of time, human resources and document management.
2. Growing pressure on performance and transparency
With public spending being rationalised and budget reforms being implemented, the civil service is under pressure to maximise the efficiency of its internal processes while complying with strict rules on transparency and control of public funds. The adoption of a digital solution would help to reduce these costs while guaranteeing better traceability of expenditure. Automated management of mission orders not only offers smoother management, but also enables compliance requirements to be met, by providing detailed reports that can be accessed during audits or external controls.
The advantages of a digitised solution for the civil service
1. Centralising data and simplifying processes
A digitised, integrated solution for managing mission-related expenses, enabling you to centralise all information relating to the travel of public servants: mission requests, authorisations, budgets, invoices and reimbursements. This centralisation of data simplifies administrative tasks and improves communication between the various departments (business line management, human resources, finance, accounting), which often have to work together to validate a mission order. Centralisation also reduces the risk of errors associated with duplication of data, and ensures more consistent and uniform management across the various departments of the administration.
2. Reducing administrative costs and optimising resources
By automating mission order processes, public authorities can make substantial savings on administrative costs. Eliminating the manual processing of documents will reduce printing, storage and paper management costs. Public servants and managers will save time on repetitive tasks and be able to concentrate on higher added-value missions. What’s more, digital tools enable budgets to be monitored more effectively, in real time, and provide alerts if costs are exceeded.
3. Improving compliance and transparency
Digitisation also ensures greater compliance with budgetary rules and administrative procedures, while simplifying control procedures. Information relating to mission orders is centralised and stored in a secure, traceable system, making it easier to audit public spending. In addition, regular software updates ensure that administrations comply with the latest legal and tax regulations, particularly when it comes to reimbursing business expenses and managing allowances.
Public sector case study
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Preparing for 2025 : The challenges of digitising mission orders
1. Meeting the growing expectations of Europe’s citizens and institutions
By 2025, the expectations of citizens, employees and European institutions in terms of public governance and the management of public funds will have increased considerably. The digitisation of travel orders enables public administrations to respond effectively to these expectations by guaranteeing rigorous and transparent management of resources. By making it easier to collect and manage information relating to travel, this digitisation makes it possible to monitor expenditure more effectively and quickly identify budgetary discrepancies.
2. Optimising accounting and financial management
The transition to digital tools makes it possible to better integrate mission order management processes with those of accounting and public finance. An integrated solution facilitates data alignment, budget management and financial reporting. It provides an overview of expenditure, enabling managers to make more informed decisions and adjust budget allocations in real time. What’s more, this integration helps to simplify account reconciliation, by providing a complete, consolidated view of financial flows.
3. Reducing the risks associated with obsolete systems
Manual or obsolete management systems represent major risks, particularly in terms of data security and regulatory compliance. Adopting a modern digital solution helps to reduce these risks by ensuring optimum protection of sensitive information and avoiding errors caused by the use of outdated technology. What’s more, these solutions are scalable and can be updated on a regular basis, enabling administrations to remain compliant with new legal and regulatory requirements.
A necessary change for the civil service
Digitalising mission orders in the civil service is no longer just an option, but a strategic priority. By 2025, it will be imperative for public administrations to adopt integrated solutions to meet increased performance, transparency and compliance requirements. These solutions will not only optimise travel management, but also improve the overall efficiency of public services by reducing costs and ensuring rigorous management of public funds. Digitalisation is therefore an essential lever for meeting the challenges of the future and meeting the growing expectations of society and institutions.
