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<p class="interview-detail-article-subtitle">Member State Interview</p>
<h2 class="h3">The Once-Only view from Finland</h2>
<p>In May 2023, we discussed the Finnish implementation of the Once-Only Technical System (OOTS) with Olli Hurskainen, Mervi Kylmänen-Paakki and Kirsi Mikkonen from Development and Administrative Services Centre (KEHA-Centre).</p>
<p>The team shared their thoughts on working on such a large cross-border project, the nature of digitalisation and responding to continuous changes to the technological and regulatory situation and how OOTS Projectathons are helping them make maximum progress.</p>
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<h3 class="h5">Once-Only Technical System</h3>
<p>The Once-Only Technical System connects EU public authorities, so they can exchange official documents and data at the citizen’s request. It puts into practice the Once-Only Principle, which states that citizens should not be forced to provide information to authorities if another authority already holds that information (certificates, credentials, or licenses, for example, known as ‘evidence’) in electronic format. The legal deadline for the implementation of the Once-Only Technical System is 12 December 2023.</p>
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<h3 class="h4">The European perspective</h3>
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<p>Digitalisation is nothing new in Finland, with the Nordic country ranking number one in <a href="https://digital-strategy.ec.europa.eu/en/policies/desi" target="_blank">the 2022 European Digital Economy and Society Index (DESI)</a> of Member States. In this context, the team felt confident about Finland’s overall position in terms of the digitalisation of public services.</p>
<p>For the Finnish team, the true value of the Once-Only Technical System is the cross-border component.</p>
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<q>The situation varies, some procedures are done completely digitally, and then there might be some low-volume procedures [with lower levels of digitalisation]</q>
<strong class="d-block">Kirsi Mikkonen</strong>
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<p>Regulation <a href="https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32018R1724&from=EN" target="_blank">(EU)2018/1724</a> on the Single Digital Gateway sets out 21 specific administrative procedures for which users should be able to transmit authentic evidence types in different areas, from running cross-border businesses to studying or retiring in other EU countries. “We have already been moving in a direction similar to that of the EU. But the SDG did bring some new ideas and approaches on how to proceed, especially in the cross-border context”, noted Kirsi.</p>
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<h3 class="h5">Single Digital Gateway Regulation</h3>
<p>The Single Digital Gateway Regulation <a href="https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32018R1724&from=EN" target="_blank">((EU) 2018/1724) (SDGR)</a> is a multifaceted EU-wide initiative that strives to create the digital infrastructure required to overcome these challenges. It aims to help citizens and businesses make best of the Single Market. Article 14 of the Single Digital Gateway Regulation (EU)2018/1724 mandates the creation of the Once-Only Technical System.</p>
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<p>The Once-Only Technical System stands to benefit EU citizens and businesses whenever they need to provide evidence (such as certificates or diplomas) when performing administrative processes frequently encountered when moving or doing business in another EU Member State. But, according to Olli Hurskainen, this can also innovate the work of the competent authorities (that lawfully issue evidence) connected through the Once-Only Technical System: “competent authorities have to think that you can use any given services in the whole EU single market and not just Finland”. “This has really brought the Single Market into centre stage” concluded Kirsi, reflecting on how Once-Only leverages on interconnectivity to help people make the most of Europe’s Single Market.</p>
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<h3 class="h5">Competent authority</h3>
<p>Competent authority means any Member State authority or body established at national, regional or local level with specific responsibilities relating to the information, procedures, assistance and problem-solving services covered by the SDGR</p>
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<h3 class="h4">Implementation in Finland</h3>
<p>This team is clearly one that takes a lot of pride in their work, happy to acknowledge success and plan how to overcome future challenges. “There are challenges that come from working on such a large-scale project, but this is also positive and inspiring” observed Mervi Kylmänen-Paakki. “[We have] always been enthusiastic, but it is also important to keep one-step ahead where possible and be very proactive”.</p>
<p>A notable example of this proactivity is ensuring an open dialogue with the competent authorities who actually provide or receive the evidence in question. “We have tried to be very open about our experiences and thoughts”, noted Mervi. “We are very open with our competent authorities. We present the Regulation to others [competent authorities] and discuss with them on how we can do that”, added Kirsi, reflecting on the need to explain the benefits of the Once-Only Technical System to the various public authorities who will actually be connected through this Technical System.</p>
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<div class="interview-detail-article-cols">interview-detail-article-subtitle">Member State Interview</p>
<h2 class="h3">The Once-Only view from Finland</h2>
<p>In May 2023, we discussed the Finnish implementation of the Once-Only Technical System (OOTS) with Olli Hurskainen, Mervi Kylmänen-Paakki and Kirsi Mikkonen from Development and Administrative Services Centre (KEHA-Centre).</p>
<p>The team shared their thoughts on working on such a large cross-border project, the nature of digitalisation and responding to continuous changes to the technological and regulatory situation and how OOTS Projectathons are helping them make maximum progress.</p>
<div class="interview-detail-box">
<h3 class="h5">Once-Only Technical System</h3>
<p>The Once-Only Technical System connects EU public authorities, so they can exchange official documents and data at the citizen’s request. It puts into practice the Once-Only Principle, which states that citizens should not be forced to provide information to authorities if another authority already holds that information (certificates, credentials, or licenses, for example, known as ‘evidence’) in electronic format. The legal deadline for the implementation of the Once-Only Technical System is 12 December 2023.</p>
</div>
<h3 class="h4">The European perspective</h3>
<!--COLS-->
<div class="interview-detail-article-cols">
<div class="interview-detail-article-p">
<p>Digitalisation is nothing new in Finland, with the Nordic country ranking number one in <a href="https://digital-strategy.ec.europa.eu/en/policies/desi" target="_blank">the 2022 European Digital Economy and Society Index (DESI)</a> of Member States. In this context, the team felt confident about Finland’s overall position in terms of the digitalisation of public services.</p>
<p>For the Finnish team, the true value of the Once-Only Technical System is the cross-border component.</p>
</div>
<div class="interview-detail-article-quote">
<q>The situation varies, some procedures are done completely digitally, and then there might be some low-volume procedures [with lower levels of digitalisation]</q>
<strong class="d-block">Kirsi Mikkonen</strong>
</div>
</div>
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<p>Regulation <a href="https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32018R1724&from=EN" target="_blank">(EU)2018/1724</a> on the Single Digital Gateway sets out 21 specific administrative procedures for which users should be able to transmit authentic evidence types in different areas, from running cross-border businesses to studying or retiring in other EU countries. “We have already been moving in a direction similar to that of the EU. But the SDG did bring some new ideas and approaches on how to proceed, especially in the cross-border context”, noted Kirsi.</p>
<div class="interview-detail-box" style="margin-bottom:1.5rem;">
<h3 class="h5">Single Digital Gateway Regulation</h3>
<p>The Single Digital Gateway Regulation <a href="https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32018R1724&from=EN" target="_blank">((EU) 2018/1724) (SDGR)</a> is a multifaceted EU-wide initiative that strives to create the digital infrastructure required to overcome these challenges. It aims to help citizens and businesses make best of the Single Market. Article 14 of the Single Digital Gateway Regulation (EU)2018/1724 mandates the creation of the Once-Only Technical System.</p>
</div>
<p>The Once-Only Technical System stands to benefit EU citizens and businesses whenever they need to provide evidence (such as certificates or diplomas) when performing administrative processes frequently encountered when moving or doing business in another EU Member State. But, according to Olli Hurskainen, this can also innovate the work of the competent authorities (that lawfully issue evidence) connected through the Once-Only Technical System: “competent authorities have to think that you can use any given services in the whole EU single market and not just Finland”. “This has really brought the Single Market into centre stage” concluded Kirsi, reflecting on how Once-Only leverages on interconnectivity to help people make the most of Europe’s Single Market.</p>
<div class="interview-detail-box">
<h3 class="h5">Competent authority</h3>
<p>Competent authority means any Member State authority or body established at national, regional or local level with specific responsibilities relating to the information, procedures, assistance and problem-solving services covered by the SDGR</p>
</div>
<h3 class="h4">Implementation in Finland</h3>
<p>This team is clearly one that takes a lot of pride in their work, happy to acknowledge success and plan how to overcome future challenges. “There are challenges that come from working on such a large-scale project, but this is also positive and inspiring” observed Mervi Kylmänen-Paakki. “[We have] always been enthusiastic, but it is also important to keep one-step ahead where possible and be very proactive”.</p>
<p>A notable example of this proactivity is ensuring an open dialogue with the competent authorities who actually provide or receive the evidence in question. “We have tried to be very open about our experiences and thoughts”, noted Mervi. “We are very open with our competent authorities. We present the Regulation to others [competent authorities] and discuss with them on how we can do that”, added Kirsi, reflecting on the need to explain the benefits of the Once-Only Technical System to the various public authorities who will actually be connected through this Technical System.</p>
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<p>We asked what the response from these authorities was like. “Reactions vary with dealing with something like [the] SDG [Regulation]. They are excited and can see the benefits. Municipalities ultimately see everything through [the lenses of] money and resources. They can – and need – to see that they can benefit from something like the SDG/OOTS. This also means such authorities [can advertise] their services EU-wide, which is especially interesting for smaller administrations”, concluded Mervi.</p>
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<q>We<p>We asked seewhat the benefits,response “Finlandfrom isthese aauthorities countrywas thatlike. needs“Reactions tovary importwith anddealing export”,with reflectingsomething howlike [the] Once-Only Technical System helps build a Single Market helping open economies like Finland’s remain competitive.</q>
<strong class="d-block">Olli Hurskainen</strong>
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<p>For many public authorities, the implementation of the Once-Only Technical System is an opportunity to take stock and look at how they might refine their own operations. “We also try to offer [the competent authorities] solutions. To help find easier ways to solve problems and improve their services”</p>
<p>Another area where the Finnish team have taken a proactive approach has been Proofs of Concepts (PoC) pilots project. “This has really helped us take steps forward. Help from this group has been very important, in terms of development and testing”, noted Mervi. “You see this in the Projectathons”, she continued. “The [April] Projectathon was a fantastic opportunity to talk to other Member States and the Commission. We got a lot out of it. We had done some testing already with Sweden and Estonia, but this really helped to take testing further and find solutions”, added Kirsi. We asked if they are ready for the next round. “Yes, we will be joining in June”.</p>
<div class="interview-detail-box" style="margin-bottom:1.5rem;">
<h3 class="h5">Proofs of Concepts (PoC) pilots project</h3>
<p>A group of Nordic and Baltic countries are working together on the <a href="https://ec.europa.eu/digital-building-blocks/sites/pages/viewpage.action?pageId=622625278" target="_blank">‘Single Digital Gateway Once-Only Principle (OOP) Proofs of Concepts (PoC) pilots project’</a>, funded by the Nordic Council of Ministers’ Cross Border Digital Services Programme.</p>
<p>The PoC pilots project is mapping specific evidences to the 21 specific procedures, piloting six specific PoCs. All development work on specific components is open source, meaning other Member States and teams can reuse the same components in their implementations.</p>
</div>SDG [Regulation]. They are excited and can see the benefits. Municipalities ultimately see everything through [the lenses of] money and resources. They can – and need – to see that they can benefit from something like the SDG/OOTS. This also means such authorities [can advertise] their services EU-wide, which is especially interesting for smaller administrations”, concluded Mervi.</p>
</div>
<div class="interview-detail-article-quote">
<q>We see the benefits, “Finland is a country that needs to import and export”, reflecting how the Once-Only Technical System helps build a Single Market helping open economies like Finland’s remain competitive.</q>
<strong class="d-block">Olli Hurskainen</strong>
</div>
</div>
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<p>For many public authorities, the implementation of the Once-Only Technical System is an opportunity to take stock and look at how they might refine their own operations. “We also try to offer [the competent authorities] solutions. To help find easier ways to solve problems and improve their services”</p>
<p>Another area where the Finnish team have taken a proactive approach has been Proofs of Concepts (PoC) pilots project. “This has really helped us take steps forward. Help from this group has been very important, in terms of development and testing”, noted Mervi. “You see this in the Projectathons”, she continued. “The [April] Projectathon was a fantastic opportunity to talk to other Member States and the Commission. We got a lot out of it. We had done some testing already with Sweden and Estonia, but this really helped to take testing further and find solutions”, added Kirsi. We asked if they are ready for the next round. “Yes, we will be joining in June”.</p>
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<h3 class="h5">Projectathon</h3>
<p>Projectathons are large-scale testing sessions allowing national implementation teams to test their implementation s of the Once-Only Technical System in a safe environment. This includes peer-to-peer testing of the retrieval, transmission, and reception of evidence.</p>
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<p>We asked what they thought the likely challenges would be going forward. “There will be challenges, but not dependent on us [the team]. Regarding eIDAS and some legal questions, they will be solved in due course”, noted Kirsi. “It is the first time we are building a cross-sectoral ecosystem. We hope that the Once-Only will be the backbone of information exchange across Europe, much wider than the scope that we currently have”, said Kirsi, reflecting on the 21 procedures listed in the Single Digital Gateway Regulation. “This might be the first time that an EU Regulation actually lists the procedures that must be digitalised”, she said, noting that these 21 procedures represented just the start and that the system should eventually be expanded.</p>
<p>Finally, we asked the team about their thoughts on how best to future-proof an infrastructure like the Once-Only Technical System. “No technical system is ever ready, but updates consistently with new changes”, noted Kirsi. “When the system is more mature, we can adapt to new ideas and new technologies”.</p>
<p>In the more immediate term, the team see the value of synergies with other transformative European initiatives, such as the European Digital Identity wallet (EUDI). “We hope that the OOTS and EUDI will be sister systems, and that in future we use OOTS for more proactive services, not just where user that needs to know [which procedure to undertake]. We can offer them certain procedures either beforehand or at the right moment, such as smart services that already fetch some data to fill-in the form. Let’s see all the benefits that we can have.”</p>
<p>We thanked Olli, Mervi and Kirsi for their time and the conversation.<br>
Interviews with national implementers are a unique chance to look beyond the technical cross-border interconnection of digital services in Europe and get to know the architects of our digital Europe and what motivates them.</p>
<p><strong>Thomas Fillis & Michael Ulrich, Once-Only Technical System Team (DIGIT-EXT)</strong></p>
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