On 18 March, a presentation of the course for civil servants “Analysis and Optimisation of Workflows in Public Authorities: Algorithm and Practical Tools” was held.

This course is a key element in the implementation of the Government’s recent decisions on the large-scale implementation of workflow optimisation in central executive bodies. Its participants are civil servants. First of all, those who are members of the working groups on optimisation of work processes in central executive bodies.

“We aim to create a team of specialists capable of not only analysing but also transforming work processes, making them more efficient and result-oriented. The course is designed specifically for members of working groups responsible for optimising work processes, but it will also be useful for anyone who wants to make their work more efficient, valuable and effective,” said Oleh Voitovych, Deputy State Secretary of the Cabinet of Ministers of Ukraine.

According to Serhii Komberianov, President of Lean Institute Ukraine, the course is based on international experience and will provide participants with practical tools for implementing changes.

Each working group on workflow optimisation will work on optimising a real workflow. Thus, combining theoretical knowledge and practical skills, the participants will prepare plans to optimise 67 real-life workflows of central executive authorities. The step-by-step changes envisaged in these plans will be implemented this year.

Representatives of the 67 central executive authorities will also learn to:

• Analyse and visualise workflows.
• Identify problem areas and apply methods to optimise workflows.
• Develop workflow optimisation projects and implementation plans.
• Evaluate the effectiveness of implemented changes.
• Implement and maintain workflow standards.

The implementation of workflow optimisation on a regular basis should cover the most resource-intensive workflows involving the majority of civil servants in central executive bodies. This will help reduce the time required to complete tasks, cut costs, simplify interaction, improve the quality of work results and focus resources on addressing the urgent needs of citizens and businesses.

The course programme was developed by experts from the Secretariat of the Cabinet of Ministers and Lean Institute Ukraine with the support of the EU4PAR project, the Higher School of Public Administration and the National Agency on Civil Service.

Background

On 17 January 2025, the Cabinet of Ministers of Ukraine adopted Resolution No. 50 “Some issues of implementing the process approach in central executive bodies” and Order No. 39-p “On optimising typical workflows in central executive bodies”.

Workflow optimisation is a set of measures aimed at improving the efficiency of the workflow by reducing costs, shortening the duration, increasing the effectiveness, quality and customer focus of its results, as well as establishing transparent rules and uniform standards.