International Youth Exchange Projects Competition Electronic System
Processes Re-engineering, Development and Support
The electronic service is designed for conducting project competitions for non-profit legal entities working with youth, organized by the Ministry of Youth and Sports of Ukraine.
Our client
Value of cooperation
The implementation of the System simplifies the procedure for participating in competitions, provides access to international youth exchanges for a larger number of youths from various categories, enhances the transparency of the competition process, and increases trust in the project funding process through the introduction of electronic procedures.
Characteristics
2
Competitions per year
50
Applications per competition
33
Inquiries per day
16
Inquiries per hour (peak x4)
600
Events per hour considering an additional double reserve
150
Event load per second considering an additional double reserve
5
Project team
1
Production environment launch
3
Integrations with external systems
100
Concurrent users
Technologies
Description of platforms https://consulting.mk/services_registries/
Overview of development of an electronic system for the "International Youth Exchange Projects Competition" service
Contractor
International charitable organization “Eastern Europe Foundation”
Recipient
Ministry of Youth and Sports of Ukraine
Service Provision Period
17.11.2023 – 30.04.2024
Goal
Automation of documents submitting procedures for participation in competitions, their processing, evaluation, and the determination of winners, followed by the publication of results.
Ensuring the efficiency and transparency of the Ministry of Youth and Sports in interacting with citizens and legal entities regarding the receipt of funds or other material benefits, through the implementation and conduct of competitions in the System.
Results
For the Ministry of Youth and Sports of Ukraine:
- Providing the opportunity to conduct competitions in electronic form by creating an efficient tool for performing this task
- Increasing transparency in the procedure of conducting competitions
- Publishing the results of the conducted competitions, ensuring openness and transparency of the procedure
- Optimizing the workload on officials of the Ministry and processing time for applications
- Enabling verification and evaluation of information by moderators and specialists
- Increasing trust in the regulatory system in the field of youth exchanges
- Compliance with the legislative requirements regarding the conduct of international youth exchange competitions.
For non-governmental organizations:
- Simplifying the application process by enabling electronic submission
- Prompt access to information about application review results and competition progress, notifications about all elements and stages of the competition
- Accessibility of the System’s functionality 24/7
Services Provided
- Announcement of the Competition
The process of creating a competition includes both reference information for participants, such as competition conditions and participant requirements, as well as limitations and other conditions that affect the application submission process. - Digitization of the application submission process.
The system allows the applicant to submit an electronic application with the ability to save intermediate stages of the application. For user convenience, all fields, where possible, contain reference materials. To ensure that the application complies with the competition requirements, a format-logical control has been implemented. - Optimization of processing time for applications.
Reviewing applications for officials includes convenient navigation by sections, as well as the ability to view and download the entire content of the application. All decisions regarding the technical analysis of applications, their evaluation, and the determination of winners are documented in the system. - Analytical Module.
The system provides a set of extracts and reports that allow stakeholders to obtain information about competitions and their participants based on predefined criteria. - Integration with the Unified State Register.
To prevent unauthorized attempts to submit an application, the System verifies information about the organization in the Unified State Register according to the criteria defined in the technical specifications. If the organization does not meet the criteria, it cannot submit an application. - Providing access to information about competitions and their results.
For participants of the competition, information about currently active competitions or those in which they have participated or are participating is openly available. They can review the terms and limitations of the competition, and for those competitions that have already concluded, they can view the results.For individuals who are not participants in the Ministry of Youth and Sports competitions, the Ministry publishes information on its official website and attaches extracts from the System.
Customer review
The Ministry of Youth and Sports of Ukraine expresses its gratitude to the team of MK-CONSULTING for the developed software product. The team thoroughly analyzed the issues with the existing situation of competitions, identified all the weaknesses in the current process, and proposed a series of solutions to improve the procedure for conducting international youth exchange project competitions. The specialists promptly informed about new features in the system, collected feedback, and implemented the client’s wishes. Thanks to fruitful cooperation, the project was completed within the set deadlines with very high quality.
