We Created the Kaunas City Application Information System

We successfully created and implemented the Kaunas City Application Information System, which encompasses the entire process from the announcement of application calls (for measures aimed at Kaunas city residents or institutions operating in Kaunas) to the evaluation of applications and contract formation.

Components of the Kaunas City Application Information System:

Applicant Environment:

• View calls for applications
• Fill out and submit applications
• Track the application evaluation process
• Communicate with application evaluators and system administrators

System Administrator Environment:

• Announce new calls for applications
• Create application forms
• Set indicators for each call
• Register and manage contracts
• Communicate with applicants

External Evaluator Environment:

• View submitted applications
• Fill out and submit external evaluation forms
• Communicate with applicants

Internal Evaluator Environment:

• View submitted applications
• Fill out and submit internal evaluation forms
• Communicate with applicants

Applicant Environment

This environment is intended for Kaunas city residents or institutions operating in Kaunas. Unregistered users can only see the calls for applications, while those who wish to fill out and submit applications must verify their identity by logging in through the e-government gateway. Registered users can:

• Fill out and submit applications
• Track the application evaluation process
• Make necessary corrections to applications
• Communicate directly with application evaluators or system administrators

System Administrator Environment

In this platform, system administrators can create new calls for applications, view the applications being filled out and submitted by residents/institutions, communicate with applicants, and review the results of both external and internal evaluations. The main modules for administrators include:

• Calls for Applications: Administrators can create new calls for applications, specify requirements for applicants and applications, and create interactive application forms based on pre-designed data input field templates.
• Submitted Applications: This module is integrated with the document management system used by the Kaunas City Municipality Administration. Submitted applications in PDF format are automatically transferred to the document management system. Administrators can:
  • View lists and information of all applications being filled out/submitted/approved
  • Assign evaluators for the applications
  • Set deadlines for application evaluation
  • Review the completed evaluation questionnaires (both internal and external)
• Contracts: This module controls the contracts made with applicants in case of application funding.
• Messages: This module supports two-way communication between system administrators and applicants. Administrators can send messages to specific applicants and set deadlines for responses.

Internal/External Evaluator Environment

These two platforms are designed for evaluators (performing internal or external evaluations). Upon logging into the system, evaluators can see the module of submitted applications, fill out, and submit the assigned evaluation forms.

Both internal and external evaluator environments consist of three identical modules:

• Submitted Applications
• Contracts
• Messages

This comprehensive system aims to streamline the application process, making it more efficient and user-friendly for all stakeholders involved.