Digitalisation and AI in public administration

New technologies, especially digitalisation and AI, offer the public sector keys to address challenges of productivity and scarce resources, increase transparency and strengthen citizens’ trust and opportunities for participation.

This study presents international examples where public administration has been reformed through project management, process digitalisation and operational efficiency. For example, in chapter two, we describe through case studies how top-level state administration elsewhere has utilised digitalisation and the development path that has led to this.The thematic content relates to the core functions of top-level state administration – such as projects and their management – which serve as key tools for implementing and monitoring strategic objectives, allocating resources, legislative drafting and operational development.

The study also describes the changes and opportunities brought by AI in state administration now and in the future. In the third chapter we focus on the possibilities of AI utilisation and the most advanced administrative solutions at present. The aim is for the examples to provide lessons for reforming Finland’s top-level state administration and public administration more broadly .In project management and process development, the emphasis is on common operating models, system compatibility and clear digital architecture. Internationally, several examples and development paths can be identified that enable the integration of project management and legislative process phases into a more unified whole.

A significant trend in legislative drafting is the structuring of information, which enables the preparation and modification of laws in different systems and improves interaction with stakeholders. This increases openness and efficiency and allows citizen participation without requiring separate resources for interaction.

Technological innovations such as AI are already in use in many countries and are fundamentally changing administrative practices. AI offers opportunities for process automation and decision support, but its utilisation requires a functional data infrastructure and long-term development work.
AI will revolutionise the capacity of state administration. It is not merely improving current practices, but is creating an entirely new administrative logic. The development is moving towards a more unified, transparent and efficient administrative model where citizens can participate in and influence legislation and decision-making more effectively. AI brings new opportunities that must be considered in the development of state administration.

Digitalisation and AI in public administration require ecosystemic and cross-administrative cooperation, where different actors join forces to develop common solutions. Common operating models and high-quality data (structure, metadata) enable efficient use of information, automation as well as transparent and reliable decision-making.

The future digital state administration will not be based on individual applications or systems, but on broad-based reform, where technology, change management, operating methods and competence are intertwined. Digital development at the top level of state administration brings benefits to policymakers, civil servants and citizens alike. Digital development should be seen as an investment, with some benefits realised immediately and broader impacts becoming visible over time.