Digital administration
Digital administration at Bavarian universities
Digitalisation not only presents the economy with new challenges, but also the administration to the same extent. The legal framework for digitalisation for Bavarian state universities is provided by the Act on Digitalisation in the Free State of Bavaria (Bavarian Digital Act - BayDiG) of 22 July 2022 (GVBl. p. 374), which replaces the former Bavarian E-Government Act. The full text is available at: https://www.gesetze-bayern.de/Content/Document/BayDiG/true
Information and data
Services offered by public authorities outside of an administrative procedure must also be offered digitally.
This includes, in particular, information provided by public authorities. In the university sector, information about events should therefore always be available online.
"A guarantee for the unrestricted topicality, correctness, completeness and availability of the services provided at all times is [...] not associated with this." (still LT-Drs. 17/7537 on the explanatory memorandum to the BayEGovG)
File management
According to Art. 33 para. 1 sentence 1 BayDiG, the state authorities and the district offices and other authorities may keep their files digitally. According to this non-binding standard, there is no obligation for state universities to introduce e-files.
However, the existing hybrid file management may be uneconomical from a budgetary point of view, as hybrid file management is becoming increasingly costly and inefficient in view of the obligation to offer numerous services electronically, as well as the mandatory electronic communication with other authorities and courts.
1. general information on the e(X)-invoice
The receipt and processing of electronic invoices must be ensured. For universities, this obligation is limited to EU-wide awards. When the invoice is received, the formal correctness of the invoice is checked technically. The code for a validation tool has been published on Github at https://github.com/itplr-kosit/validationtool. One standard for e-invoicing is XRechnung. Further information can be found at the Coordination Centre for IT Standards.
2. scope of application
Unlike most of the standards of the Bavarian E-Government Act, which apply exclusively to public authorities, the obligation regarding electronic invoices in accordance with Art. 15 Para. 2 S. 1 BayDiG applies to all public contracting authorities within the meaning of Section 98 GWB. Therefore, ecclesiastical universities or student unions can also be within the scope of this standard.
However, the standard of Art. 15 para. 2 sentence 1 BayDiG (in conjunction with Section 98 GWB) only applies if
1. a public procurement chamber of the Free State of Bavaria is responsible for them,
2. they are acting on behalf of the federal government within the framework of a loan of organs or
3. this is provided for by statutory order of the state government.
1. non-cash payment transactions
The obligation that claims of the authorities can be settled non-cash is implemented further in Bavaria.
It is therefore not sufficient to simply provide bank details; electronic payment options such as credit cards must be offered. The Free State of Bavaria provides a basic e-payment component for this purpose.
2. budgetary law
Fees arising from the use of electronic payment platforms are already elegantly mapped under budgetary law by a general payment order via No. 11.7. c VV to Art. 70 BayHO.
However, this does not exempt from compliance with the principles of efficiency and economy, see Art. 7 para. 1 sentence 1 BayHO.
Bavarian e-government platform
The BayernPortal is the state's central platform for citizen services, business services and administrative services.
It can be accessed at https://www.freistaat.bayern/.
The BayernPortal is the ideal support for the digitalisation of your own services and procedures.
The portal already offers a mailbox for encrypted communication and the delivery of notifications. Users can also prove their identification electronically.
Portal for employees of the Free State of Bavaria
The Free State of Bavaria offers its employees a portal solution at https://www.mitarbeiterportal.bayern.de/.
This portal can also be used to manage business trips, and time recording will also be integrated into this portal in the near future. If these services meet the requirements of the universities, it should be a matter of course to use this portal solution.
Information on
Author: Johannes Nehlsen Title: Digital administration at Bavarian universities
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