The main objective is to improve efficiency in administrative management. For this, Las Rozas City Council needs a technological solution that makes use of the State Data Brokerage Platform , of document automation, of Artificial Intelligence and of Natural Language Processing tools in order to obtain unstructured data from the documents submitted by citizens and companies and transform it into structured metadata. This solution should allow to: Simplify processes, Improve and facilitate user access to information, Foster interaction between public bodies and Reduce the costs of administrative operations.
A solution with the following technical characteristics is required. The scenario is set in four functional scopes:
1. The solution should integrate the State Data Brokerage Platform: a. To automate consulting and / or extracting copies of documents from the different public entities, in order to obtain the relevant documents for the particular procedure. b. The prior identification of the relevant documents for the particular procedure is a necessary requirement. c. The document(s) obtained from the State Data Brokerage Platform must be incorporated into the file manager, internal application or database. This scope may be replaced in the future as a consequence of the integration of the solution in the electronic administration platform of Las Rozas City Council, currently being tendered.
2. Use of Artificial Intelligence (AI) to classify and extract information from the documents that cannot be obtained from the State Data Brokerage Platform: a. The particular documents that the interested party (citizen, company or other organization) must provide will be determined in the particular procedure. b. The solution should be automatically integrated with the future e-platform of the city council in order to extract and process the document(s): through the development and training of AI algorithms for document management, the document will be classified, and its relevant information extracted an incorporated as metadata. This will be based on the previous definition of document types and criteria of information to be extracted. c. The solution must be capable of processing different types of structured and unstructured documents, as well as supporting the most common formats of documents and images. d. The solution should be integrated with the future e-platform of the city council. Once the document has been classified and the relevant information extracted, the data and the document(s) must be incorporated into the file manager, internal application or database.
3. Create an internal mediation platform (data brokerage platform) for Las Rozas City Council to interlink (in the same way) the citizens / companies´ information that Las Rozas City Council has so that it can be quickly and automatically, as well as included into other information systems.
4. Once the information is automated and easily accessible, the solution should allow to develop a predictive grants system based on the intermediation platform and automated municipal data so that Las Rozas City Council can proactively: a. Notify people / companies or entities which comply with the requirements and are likely to receive a grant or a subsidy. b. Enroll them in advance. c. Incorporate automatically all the available information. If possible, the interested party would not have to submit any documentation and only should submit or accept the application. In addition, the solution should incorporate: - An alert system: Validation of documentation (processing errors, requests ...). Pending information that either has not been obtained or has not been provided. - A dashboard for qualitative and statistical control of the solution including, at least: a. Procedures carried out. b. Status of the different documents. c. Number of requests to the intermediation platform and for what procedure. d. Number of documents processed.