Digital and Efficient Paperless Office

Design an innovative solution that will optimize the processes related to document creation within the municipal region, including their review, approval, searchability, and publication for citizens.

Prize money for the winner: 3000 €
10th - 11th May, 2024
365.labb, Banská Bystrica

Registration closed

Aftermovie

Initial situation

The BBSK Office generates a significant amount of documents each year, especially contracts, internal regulations and more. Currently, document creation is not standardized, lacking a precise procedure for employees from various departments. As of today, BBSK has around 350 internal employees at the BBSK Office and approximately 5000 employees of organizations under the BBSK jurisdiction.

For document management, Microsoft 365 tools are used, with Active Directory being a key component of the entire architecture. The electronic registry service, connected through an integration interface to the Central Public Administration Portal, employs certified Fabasoft software. This system processes all incoming and outgoing mail as well as approval processes for invoice disposal and more. Given the substantial financial investment required for this solution and its modification, the goal is to replace it with Microsoft 365 environment tools.

Aim of the hackathon

To create an innovative solution that streamlines the processes of creating, managing, and tracking the lifecycle of documents within the office of the municipal region. Such a digital office will enable faster and easier access to documents of the municipal region, create a more user-friendly environment for internal employees, and ensure better and faster digital services for citizens.

Challenge of the hackathon

Design a Document Management System (DMS) for creating, managing, and tracking the lifecycle of documents while respecting processes and laws within municipal region administration.

Registration closed

Expected solution

The output of the hackathon should be a detailed concept of a system that relieves its users of routine tasks, including document publication in registries, notifications to the second contracting party on the day of its publication, tracking important deadlines arising from documents, and notifying users of expiring contracts and the like.

When designing or implementing the DMS, it is necessary to choose a low-code / no-code approach, ideally using the Microsoft Power Platform to ensure easy future management and administration. Such an approach will enable further internal system development and reduce financial burden.

Auditable document creation
Ability to define document expiry date
Document creation based on predefined templates
Full-text search
Commenting and approval process
Ability to create managerial overviews using Power BI tool
User portal e.g., in SharePoint environment
Publication of documents in internal or external environment

Registration closed

Winners

First place
Team Lwíčkovci

The winning team presented an efficient code-ready solution that leverages modern, tested technologies with the addition of artificial intelligence to ensure the best possible user experience. The solution showcases an application for document processing and organization, email reduction, and simplification of contracts and regulatory documents creation using predefined templates.

“We’re thrilled with the win, but we must acknowledge that the process was far from easy. Over 36 hours of hacking, we encountered various stages and disagreements, but we’re glad we didn’t give up and ultimately came up with a solution that was recognized by both the jury and the audience. The competition was tough, and winning first place feels even better,” said team captain Adam Tížik. “It’s interesting to observe how the Hacknime.to project itself evolves and things are improving,” added team member Matej Kuka regarding the course of the hackathon.

Second place
Team Qubrio

The team “Qubrio” secured the winning spot for the second time within the Hacknime.to project. Their solution involved introduction of a DMS system built on a specialized low-code approach. This system can streamline the document management process and, with the help of artificial intelligence, assist in predefined template searching. They also enriched the system with process and numerical analytics.

“Even though this is our second hackathon, it was a completely different experience. The process was challenging, and the competition was strong. It made us realize that we need to work on ourselves to match the quality of other teams. However, the win motivates us to bring the know-how we gained in Ukraine back to Slovakia. We appreciate the trust that Slovaks put in us,” described his impressions Roman Vavryk, the team captain.

Third place
Team Autisti

The team “Autisti,” composed of three high school students, prepared a software proposal at the hackathon that, through internal document analysis, can efficiently, reliably, and quickly guide users to the desired information. An added bonus is the acceleration of the contract approval process based on an innovative method of distributing them among various departments.

“This is my fifth hackathon, and it’s definitely the best one. We’ve put together a great team, with each of us representing a different sphere: tech, business, and design. In this lineup, we aim to participate in more hackathons and, thanks to the combination of skills, win them too!” said the team captain, 16-year-old Sofia Ercsényiová.

List of Mentors and Experts

Lenka Kyselová

Director of the Legal Services Department, BBSK

Graduated from the Faculty of Law and the Faculty of Education at Comenius University in Bratislava. She has nearly 20 years of experience in providing legal services, including over ten years in the position of Head of Internal Legal Affairs at a significant energy company. Throughout her legal practice, she has gained experience primarily in corporate and energy law, …

Róbert Jány

Head of Information Technology Department, BBSK

With over 20 years of experience in the IT field, Róbert currently serves as the Head of the Information Technology Department in the Banská Bystrica region. His work involves designing and managing solutions focused on electronization, robotization, and digitalization of processes. He focuses on designing and implementing innovative IT solutions aimed at increasing …

Vladimír Mižúr

IT Specialist, BBSK

With over 30 years of experience in the IT field, Vladimír has worked in various positions ranging from user support, application development in different systems, to management roles. He has worked across industries including industry, public administration, and state administration. Currently, he works in the Information Technology Department of the Banská Bystrica …

Ľubomír Repiský

CEO Inspirea s.r.o.

With over a decade of experience in the IT sector, Ľubomír Repiský has held various positions, ranging from end-user support to IT management. Currently, he is engaged in activities as an IT business consultant and CEO of a small consulting company. His work involves client communication and solution architecture focused on innovation and more efficient information …

Gabriel Kothaj

Business Developer and Operations Consultant

An expert with almost two decades of experience in process management and optimization across various industries, including manufacturing, logistics, retail, services, and healthcare. During this time, he has learned how to create efficient processes and streamline business operations. He gained experience at Toyota, where he worked as an internal logistics specialist. As …

Martin Nemeček

Chief Technology Officer, Kiuub

Martin comes from the startup world. As a startup scout, he worked for the venture capital fund ZAKA, and at katalyst, he and his partners invest in promising projects. Currently, he focuses on no-code development at Kiuub Studio, which forms an external product team for companies and non-technical founders. He trains presentation skills and, as a winner of several …

Peter Remiš

Consultant MIRRI SR

Peter is a fan of digital technologies and innovations.He is actively engaged in designing and developing web applications, portals, online solutions, as well as online marketing. At MIRRI, he is currently working on creating functional prototypes for citizens' real-life situations and collaborating on projects aimed at developing IT systems for public administration. In …

Martin Korček

Senior developer and project manager, QPC s.r.o.

Martin is a graduate in the field of IT management with deep knowledge of information technologies and their effective management. Currently, he works as a consultant and IT solutions architect, where he leverages his professional skills and experience to design and implement complex information systems. His goal is to assist companies in achieving their IT objectives and …

Lucia Lanáková

Project manager - Bratislava Old Town

Lucia works in the Department of Strategy and Project Management, where she actively participates in the development of the city district by preparing and implementing strategic documents and development projects. With over 15 years of experience, she has been dedicated to the preparation and execution of development projects within both the private and public sectors, …

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Frequently Asked Questions

Who is behind the Hackathon?

The owner of the topics of the Hackathon is the Municipal region of Banska Bystrica.

How is the "team" defined?

The minimum of 2 people including a speaker e.g. a person that will present the idea, and understands the business and the challenge; and a tech expert who is able to create a prototype or a clickable version of the application / web / product.

What are the ideal roles for our hackathons?

The goal of our hackathons isn’t to program an entire solution but to develop a comprehensive concept. It’s crucial to focus on the feasibility of the solution during its creation and presentation, as this heavily influences the jury’s decision on the winning project. Before arriving at the hackathon, define the roles within your team. Leverage each member’s strengths to save time and avoid conflicts. One person can take on multiple roles, but having clarity helps.

Analyst
Thinks analytically and can quickly understand and map out processes or data structures. Often, technical problems stem from flawed processes, so it’s beneficial to outline, comprehend, and propose adjustments to these processes before suggesting a technical solution.
Designer
Understands the design process and knows that a picture is worth a thousand words. By creating sketches or wireframes, the designer quickly brings the proposed product to life. This makes it easier to iterate on ideas and test solutions with users. Whether you stick to sketches or refine the design, it’s an excellent way to present your product.
IT specialist
Has a strong grasp of technical matters. If you’re designing a software product, this could be a software architect or developer who outlines the technical architecture of the solution. While coding is a plus, it’s not the primary goal. If you decide to code, focus on components that can be completed within the timeframe and set you apart from the competition.
Product manager
Rozumie biznis potrebám a problémom zákazníka. Spoluprácou a spájaním informácií od ostatných členov tímu potom smeruje výsledný produkt tak, aby riešil problémy ako zákazníka, tak aj koncového používateľa a bol realizovateľný v stanovenom čase a rozpočte.
Salesperson
Actively communicates and represents your team during the hackathon, especially when presenting your product to the jury. They believe in the product, can highlight its strengths, address customer business problems, and emphasize the benefits for end users.

Can I change the team composition during the hackathon?

The team composition can be changed before the hackathon. However, it remains fixed during the hackathon, meaning that no new team members whose names or email addresses were not provided during registration or check-in on the event’s opening day can be added after the official registration and check-in.

What will happen after filling out the application?

As soon as you submit your application, a member of the hacknime.to team will contact you within 24 hours (either by email or by phone) with further information and the procedure.

Can I be not selected for the hackathon?

If you register after the capacity is full or you will not match the criteria for the participating teams, you will not be chosen as the participant.

What are the selection criteria for contestants? What do I have to fulfill?

The basic scoring scale includes:

Experience in the IT and TECH industry or
Experience in design thinking procedures or
Experience in the so-called sprint procedures, SCRUM master certificate or
Experience in drawing up business plans, new businesses, creating prototypes or MVP or
You are a high school student focused on computer technologies, economics, business or design (both product and digital) or
You are a student of a university focused on computer technologies, economics, business or design (both product and digital)
If you do not meet any of the above criteria, you can still prove that you have personally participated in at least two hackathons in the past (it is necessary to prove the output of these events)

If as an adept (or combined your team) meets at least two requirements from the above criteria, you have the right to participate in the hackathon. The more requirements you fulfill, you move up in the ranking.

What is a conflict of interest?

A conflict of interest represents a situation where a personal interest motivates or could motivate a judge/mentor/organizer employee/topic owner/competitor to act against the best interests of the hackathon. Involvement of these individuals in activities where a conflict of interest occurs or may occur is not allowed. Such activities include:

Influencing mentors and judges to gain an advantage for themselves or a close person, financially or otherwise,
Influencing individuals working for the organizer, the ministry, or a company with a supplier or partner relationship with the organizer,
Intentional modification of solutions by mentors or possible one-sided mentoring in favor of some participants,
Formation of a competition team by a mentor, judge, or person working for the organizer, topic owner, or the ministry,
and others.

If a participant identifies a conflict of interest, they are required to immediately and verifiably inform about the conflict of interest. If a participant fails to report circumstances that could lead to a conflict of interest, this fact will itself constitute a violation of these principles and may result in the disqualification of the competition team at the hackathon. The decision on disqualification is made by the organizer.

Can I participate in the event if I am under 18 years old?

A person under 18 years of age may participate in the event only after completing and submitting a parental/legal guardian consent form to the organizer or when accompanied by a parent/legal guardian throughout the entire duration of the event.

When is the deadline for registration?

Teams or individuals will be able to register until May 8th, 2024, or until the maximum capacity.

Is there capacity for the attendees?

The attendee capacity is up to 60 people.

How will the best solution be evaluated at the hackathon?

Task Fulfillment / Relevance / Functionality:

Score by the jury: 1 to 35
The solution / POC / MVP / Software relates to the theme of the hackathon and the defined challenges.
The solution / POC / MVP / Software works and meets at least the basic user functions.

Idea / Originality, Uniqueness, Creativity

Score by the jury: 1 to 10
How creative is the idea behind the solution / POC / MVP / Software?
How original is the solution / POC / MVP / Software?
Is it something that hasn’t been done before, and unique compared to competitors?

User Experience / Added Value (or technical design for solutions without a frontend)

Score by the jury: 1 to 15
Is the overall user experience intuitive?
Does the solution / POC / MVP / Software make sense from a UX perspective?
What will be the impact (in terms of scope) and added value of the solution / POC / MVP / Software for the target audience?

Feasibility / Implementability / Viability

Score by the jury: 1 to 35
Does the solution / POC / MVP / Software actually work? Is the solution / POC / MVP / Software easy to scale?
Is there potential for the solution to be realized with the resources that are realistically available?
How relevant and applicable is the use of the solution / POC / MVP / Software for solving the given challenge?

Presentation to the Jury

Score by the jury: 1 to 5
Quality of the presentation, visual aspects, content, and delivery in an engaging manner.

The maximum number of points a team can earn is 100.

What happens if the participating team comes to the hackathon with a pre-prepared solution?

The organizer and owner of the hackathon theme has the motivation to bring, based on the innovative hackathon event, new solutions for our company, improvement of existing available solutions or otherwise innovate the current state. The competition team can come to the hackathon with a ready-made solution, but it must be visibly demonstrated that, thanks to the hackathon, consultations with mentors and experts, the transformation of its ready-made solution into the final form for the requirements of the Topic Owner took place.

Can I be disqualified?

A team may be disqualified by the organizer if caught cheating, copying solutions from other teams, making audio or video recordings, plagiarism, or any other form of copying from other teams, misusing information from other teams, illegally obtaining data from other teams, creating content with the intention of harming other participants, or otherwise violating the ethics of the competition. Anyone who witnesses unfair behavior must inform the organizer.

Suspicion of disqualification can be reported by members of the competition teams, mentors, or the theme owner’s team or the Organizer. Suspicion of unfair behavior must be reported personally to the Organizer. The team or team member who has violated the rules will be asked to leave the hacking area. To ensure the smooth progress and continuation of the hackathon, the disqualification of a team will be announced to other participants during the next break.

Can I withdraw my team during the hackathon?

Teams can withdraw at any time during the hackathon. Merging of teams is not allowed after the initial check-in of the teams. A team that wishes to withdraw must notify the organizer in person.

Is it possible to hack both physically and online during the event?

For the physical hackathon, in-person attendance of the team is required. However, in case of need or personal circumstances, it is possible for a team member to participate and hack online.

Is there a fee for attending the hackathon?

Participation is free of charge. All costs are covered by the organizer.

Can the hacking continue during the night?

Yes, participants will be allowed to continue hacking during the night.

The organizer does not provide sleeping bags, mattresses, beds, or other accommodation directly at the hackathon venue. Drinking water and showers are available throughout the entire hackathon. Each competing team is assigned one access card, allowing them to enter and exit the designated hacking area at any time during the event.

What is required from the attendee and what will be available in the premises?

Each participant needs to bring his / her own laptop or any other hardware that he / she needs to work on challenges. Other things will be provided by the organizer such as WiFi, food for the whole day (buffets, breakfast, lunch, dinner, snacks and drinks).

What is the official language of the hackathon?

The official language is Slovak. However, some keynote lectures and workshops may also be held in English.

Is there any catering during the event?

The hackathon organizer guarantees full meals and snacks throughout the entire event in the form of buffets. Drinks are provided as well.

Prize money pre víťazné tímy

Prvé tri miesta, ktoré porota vyhodnotí ako najlepšie budú ocenené prize money nasledovne:

Prvé miesto : 3000 Eur
Druhé miesto: 2000 Eur
Tretie miesto: 1000 Eur

What will happen after the hackathon in case I win?

Winning teams will have a chance to participate in the development and implementation of the solution in cooperation with the topic owner.

What does it mean to win a hackathon and what are my requirements afterward?

The winning teams enter into a licensing agreement for their solutions developed during the hackathon (the license applies only to what was created during the hackathon). This is a non-exclusive license that is limited to the territory of the Slovak Republic and is unlimited in time. This means, it does not limit the author at all in the dissemination of his work as part of his commercial activities. On the contrary, the owner of the topic (always a public administration institution) is authorized to distribute the license in the interest of the economy within public institutions. The author remains the owner of the work, the owner of the topic has only such a non-exclusive license. In addition, if the winning teams do not agree on the implementation of the winning solution with the Theme Owner, the winning prize money may not be returned to the Organizer.

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Do you want to be part of the next step towards Slovakia’s digitalization?

Prize money

First place 3 000 €
Second place 2 000 €
Third place 1 000 €

Simply fill out the registration form, and we will contact you in due time with all the details. You will receive information about the competition, updates, and specifics of the challenge.