Technical support to the Ministry of Migration and Asylum policy in designing an integrated Information Management system (IMS) and enhancing its procurement capacity

The Commission supported the Ministry of Migration and Asylum policy in Greece in determining the most effective method for integrating diverse existing information systems according to business needs and obtaining the essential skills and resources for designing and initiating the appropriate public procurement process.

Context

An integrated Information Management System (IMS) was an urgent need considering the significant influx of migrants and asylum seekers arriving by land and sea in Greece and the limited capacity of the Ministry to handle the high volume of information and to inter-relate with other relevant government bodies in a timely and efficient manner.

When the Ministry of Migration Policy and Asylum (MoMA) was urgently founded at the beginning of 2020 and an exponential pace of migratory flows took place the same year, the -up to then- various government directorates dealing with migration had to urgently cope with the emergency, implementing their own Information Systems. Thereafter, the MoMA requested technical advice to transition towards a more efficient and effective way to integrate its IMS, according to the business processes in place and the interoperability needs with other actors’ Systems.

Support delivered

The support measures delivered included:

• Developing an IMS comprehensive report, mapping IT landscape and providing recommendations.
• Producing a recommendations manual and on-the-job training to enhance public procurement procedures.

Results achieved

The project provided the Greek authorities with an accurate and detailed mapping of business processes, Information Systems and interoperability needs, as well where they should focus in order to integrate, upgrade or fine tune the several available IS, in order to align them with business needs.

It provided authorities with the knowledge and basis to design and launch the appropriate procurement procedures for migration management-related goods and services as well as regards the validation of expenditure and payments. The expected impact is to endow Greek authorities with a solid IMS, making migration management processes faster, more agile and efficient.