Rebecca Wallén, Analyst and System Administrator at the agency, is responsible for the development of processes and systems. Although she has no formal technical training, she has a strong interest in IT and digitalization.‍

Challenges with the previous system‍

The previous solution lacked the necessary functionality for efficient and secure grant application handling. Frequent technical issues and inadequate support created frustration, extra work, and delays in processing. It became clear that a new system was needed.‍

Development under time pressure‍

The agency chose to develop a new application system together with Flowfactory, and the project was launched in spring 2024. The pressure was high, as the new solution had to be ready before the next application period, starting at the end of summer.

With the help of the Flowfactory team, the agency delivered a first version of the application in a short timeframe. A key success factor was early access to a test environment, allowing the agency to explore the system on their own and give continuous feedback – something the previous supplier had not been able to offer.‍

"We met in the spring, built a test version before the summer, and were able to launch the fall call on time. Despite the tight timeline, we were very pleased with the result,” said Rebecca.

The agile process allowed issues to be identified and resolved quickly, and with a solid foundation in place, the application could be continuously improved.‍

Support throughout the process‍

Since the team at the Gender Equality Agency did not have a technical background, it was crucial to receive support in structuring and prioritizing system development. Flowfactory’s project manager guided Rebecca and her team through the entire process – from needs analysis to implementation – breaking the work down into manageable steps, identifying the right priorities, and creating a clear roadmap. This was key to delivering a functioning solution quickly.‍

Key functionalities and results‍

The new system has brought several improvements for both administrators and the organizations applying for grants. Key benefits include:‍

- More efficient processing: The system has digitalized and centralized the application and decision-making process, reducing workload and improving traceability.‍

- Reduced dependency on individuals: All information is collected in one place, making it easier for new employees to get started and ensuring continuity when staff are absent.‍

- Improved transparency: All decisions and actions are documented, making it easier to audit and follow up.‍

- User-friendliness: Applicants can now collaborate more easily by allowing multiple people to work on the same application.‍

- Integration with the National Government Service Center: Automated payment processes have saved significant time and reduced the risk of manual errors.‍

Strategic integrations‍

One of the most impactful improvements has been the integration with the Swedish National Government Service Center, enabling automated grant payments. Previously, payments were handled manually – a time-consuming and error-prone process. The new integration has significantly increased both speed and reliability.‍

“The integration with the National Government Service Center has been a real game-changer for us. We’re saving a huge amount of time while reducing the risk of manual errors. It gives us confidence that payments are accurate and on time,” said Rebecca.

Future plans also include integrating with the Swedish Companies Registration Office to perform automatic background checks and further ensure data quality.‍

Looking ahead‍

The Gender Equality Agency sees great potential in further developing the system. They are currently exploring the use of AI and additional API integrations to streamline processes and improve financial control. A planned integration with the Companies Registration Office will enable better background checks and reduce the risk of grant fraud. The hope is that more government agencies will open up APIs, making it even easier to ensure secure and compliant payment flows.‍

Conclusion‍

Through its collaboration with Flowfactory, the Swedish Gender Equality Agency has developed a flexible and efficient grant management system. With rapid implementation, user-friendly functionality, and powerful integrations, the agency has improved workflows and delivered better service to the organizations applying for funding.