Digital Transformation in the Gauteng Provincial Legislature: A Journey towards a Paperless Legislative Environment
About the Gauteng Provincial Legislature | South Africa. Written on January, 2022
Introduction
In the last decade, the digital transformation wave has been sweeping across various sectors globally, including governance. The Gauteng Provincial Legislature (GPL) in South Africa has been a trailblazer in this space, navigating the complexities of such transformation in a governance context. Despite Gauteng's diminutive size, it holds disproportionate influence, accounting for 25% of South Africa's population and serving as the economic powerhouse of the nation. This essay scrutinises GPL's digital modernisation journey, its strategies for overcoming challenges, and the implications for governance and public participation.
Phases of Technological Overhaul
GPL commenced its digital transformation journey in 2015 with the aim of creating a paperless legislative environment. The initial focus was on compliance and disaster recovery, given that GPL lacked a secondary data centre and much of its existing infrastructure was becoming obsolete. To address this, GPL became one of the first public sector organisations in South Africa to migrate to cloud-based solutions such as Microsoft's Office 365 and Azure. This not only resolved compliance issues but also resulted in cost savings.
Achieving Business Continuity
When the COVID-19 pandemic struck in 2020, GPL was well-positioned to continue its operations. The institution had already implemented remote working solutions, and the pandemic acted as a catalyst for broader technological adoption. The institution went fully paperless, removing all on-site printers and implementing electronic document distribution and approvals. This immediate shift was not just a technological change but also represented an organisational culture shift, underscoring the adaptability and resilience of GPL.
Enhancing Public Participation
GPL has also employed digital technologies to foster greater public engagement. Traditional barriers to public participation were broken down with the introduction of social media platforms for broadcasting legislative activities. GPL also implemented a reverse billing solution, allowing the public to participate in virtual activities without incurring data costs, thus reducing economic barriers to civic participation.
Cybersecurity and Governance
As GPL opened its digital doors to the public, cybersecurity became a top-tier institutional risk. To mitigate this, multi-factor authentication was implemented, along with cloud-based vulnerability scanners. Governance of ICT was strengthened, aligning the legislature's ICT strategy with fourth industrial revolution (4IR) technologies, thereby ensuring that digital transformation is not just a technological upgrade but a strategic imperative.
Future Directions
GPL is currently focusing on 'the legislature of the future', working on medium and long-term strategies. This includes revisiting policies and procedures to align with the new way of working, optimising space utilisation, and reskilling staff. An internal research department has been tasked with studying the impact of the pandemic and technology, leading to recommendations that are largely non-technological but crucial for the modernisation process.
Conclusion
GPL serves as a critical case study in how digital transformation can be effectively implemented in a governance context. Its journey offers valuable insights into the need for strategic planning, the importance of adaptability, and the potential for enhanced public engagement. However, as GPL has learned, technology is just the tool; the real transformation lies in changing organisational culture, processes, and mindsets. The legislature's approach towards digital modernisation, emphasising both technological and human elements, serves as a benchmark for other institutions aiming for a similar transformation.