The Ministry of Health has replaced paper-based and e‑mail approval of public procurement with a digital system. Since 2018, a platform has been built step by step that speeds up oversight, increases transparency, and also serves as support for hospitals. The talk outlined where the project has advanced and what it has delivered in practice.
From paper to digital
For years, requests for public procurement were sent by post or e‑mail, which led to delays and lost documents. In 2018, development therefore began on a unified digital solution that consolidates approval of requests before the procurement is announced, as well as the subsequent assessment of contracts and amendments. The system works via a web interface, documents are uploaded electronically, and all steps are traceable. Compared to the past, the lengthy paper agenda and frequent committee meetings, which used to take place once every two to three weeks, have fallen away.
Features beyond oversight
The digital solution is no longer just a control tool, but also a communication and methodological platform for hospitals. It contains template documents, tender documentation, and guidelines, including a handbook for socially responsible and green procurement. An economic module is also being developed, thanks to which the financing section can use the same system to collect and evaluate the economic indicators of subordinate organizations. It relies on continuously updated databases, which simplifies comparing prices and terms. Automated steps (robotization) are being introduced gradually, and the use of artificial intelligence is being considered.
Results and interest from other ministries
More than 80 organizations are connected to the system, and more than 400 users use it. The review period for requests has been shortened by approximately half, and around 7 500 requests have already been recorded in the system. Each case has a complete history, so hospitals do not have to repeatedly document the same data and officials can quickly retrieve them. The value of procurements that have gone through the system reaches ten-digit amounts, underscoring the importance of centralized oversight and data. Three other ministries have already expressed interest in the solution, suggesting that the trend toward digitization and transparency is becoming the new standard.
