The Digital Transformation Journey of Chile's Senado de la República: An In-depth Analysis
About the Senado de la República of Chile | Written on September, 2023
Introduction
The Senado de la República of Chile has embarked on a significant journey of digital transformation in recent years. This transformation is informed by a variety of elements, including strategic alignment, technological upgrades, and operational changes in the legislative domain. In a world where digitalisation is increasingly important, the Senate's journey offers valuable insights into how public institutions can adapt to the digital age. This essay aims to critically examine the three main aspects of this modernisation process: strategic alignment, the digital transformation of the Senate's department, and its impact on the legislative area.
Strategic Alignment and Planning
The journey began with a comprehensive institutional strategic planning exercise that spanned from 2020 to 2023. For the first time, the Senate defined its vision, mission, and values, setting the stage for the objectives that would guide its transformation. A critical component of this planning was the emphasis on digital transformation as a strategic project. While the Senate had already achieved a certain level of technological advancement, the focus had primarily been on digitising existing processes rather than fundamentally transforming them.
The strategic alignment was more than just a paper exercise; it involved a deep dive into the Senate's institutional architecture. Security and performance indicators were two of the pillars that guided the transformation. By aligning the digital strategy with institutional objectives, the Senate was able to prioritise its efforts and resources effectively.
Digital Transformation of the Department
The digital transformation was ambitious, spanning multiple layers of the Senate's operations. The Senate adopted a four-pronged approach focusing on changing the service model, impacting institutional processes, and only then considering technology. The exercise involved a complete redesign of processes based on international governance standards for ICT. One of the key achievements was the standardisation of development processes to provide a unified user experience. Previously, there was a dispersion in development efforts, leading to inconsistency in user experiences.
The Senate adopted Agile methodologies, which allowed for co-creation with end-users and iterative development. This approach was particularly important for ensuring the new digital services met the actual needs of the Senate and its various stakeholders, including citizens, parliamentarians, and internal staff.
Impact on Legislative Domain
The digital transformation had a profound impact on the legislative area, fundamentally altering how senators interact with the institution and each other. A new portal provided senators with personalised information, including upcoming events, dispatched projects, and much more. The system also introduced automation in document management, making it possible to create and sign documents digitally, thereby streamlining legislative processes significantly.
One of the most innovative elements was the adoption of an artificial intelligence tool for real-time transcription of sessions. Within minutes of a session's conclusion, a transcription is available, with a quality rate of over 90%. This feature not only improves record-keeping but also enhances transparency and accessibility.
Conclusion
The Senado de la República of Chile's journey into digital transformation serves as an illuminating case study for public institutions worldwide. From an initial strategic alignment phase to the operationalisation of digital technologies, the Senate has demonstrated that digital transformation is an achievable objective for even the most traditional of institutions. Most importantly, this transformation was not just a technological upgrade but a fundamental change in how the Senate operates and delivers its services. It was a comprehensive effort involving strategic, operational, and technological aspects, enabled by a leadership committed to change and an organisational culture willing to adapt.
The Senate's experience underscores the importance of leadership buy-in, strategic alignment, user-centred design, and iterative development in successfully navigating the complexities of digital transformation. With around a third of its staff involved in crafting the strategic plan, the Senate has shown that organisational change is most effective when it is inclusive and strategically aligned from the top-down.