Saitama Prefecture

Smart Station flat- Consolidation of routine tasks and useof ICT to promote work-style reform Project Outline

1. flat's management structure
In addition to three permanent employees, flatemploys approximately 30 staff members (appointedfor the fiscal year) to perform duties. Of these, around
10 are individuals with disabilities, creating an inclusive
work environment where both disabled and nondisabled individuals work together.

Background and Reason for the ProjectWith the goal of advancing work-style reforms, Saitama
Prefecture aimed to streamline routine andadministrative tasks within the prefectural governmentand create more time for regular employees to engage
in creative work.
Additionally, while the prefecture had met the legal
employment quota for individuals with disabilities, there
was a need to further support their employment toreach the prefecture's target rate of 3%.
Smart Station flat (hereinafter “flat”) was establishedwithin the Personnel Division of the Department ofGeneral Affairs in April 2020 as an inclusive workspacefor disabled and non-disabled employees. It aims toboost productivity and creativity throughout theprefectural government by consolidating routine tasks
and improving efficiency through ICT and other means.

Consolidated and batch processing

2. Services provided by flat(1) On-Demand Services
flat currently provides 18 core services, including
photocopying and document assembly forpresentations, label application, and business cardcreation. Additional services can be provided based on
the needs of each organization.
The services are divided into teams handling ICT tasks
and manual tasks, allowing for seamless task progress
management.
(2) Scheduled Services
flat handles the collection and distribution of mailaddressed to various divisions within the prefectural
government building, as well as delivering the evening

Project Aims

The prefectural government aims to streamline routine
tasks, optimize their processing through ICT,
standardization, and batch processing, freeing up time
for regular employees to concentrate on creative workand driving work-style reform.
It also aims to promote the employment of individuals
with disabilities and foster greater understanding of
their employment within the government.

1

newspapers, making daily rounds at designated times
on multiple routes.
Alongside its on-demand and scheduled services, flat
also manages the registration of IP phones for remoteworkers, which have become increasingly necessaryduring the COVID-19 pandemic, and provides loaner
mobile PCs and webcams to telecommuters.

Features and Innovations

1. Streamlining Routine Tasks
flat aims to enhance the efficiency of routine
operations within the prefectural government throughintegrating and optimizing tasks using (1) ICT, (2)Standardization, and (3) Batch Processing.
(1) ICTflat’s approach involves leveraging technology tostreamline operations, such as using AI-OCR to tabulatequestionnaires and AI voice recognition to create
meeting minutes. This approach enables staff withdisabilities to perform a wider range of tasks.
It also utilizes ICT for service management byimplementing an order and supply management
system and an online daily report system to support
staff with disabilities. These processes also allow
disabled staff to gain experience with ICT systems.

Using ICT to improve efficiency(2) Standardization
flat has standardized certain aspects of government
operations, such as the size of indexes used in file
preparation and the font of labels. Theseimprovements reduce the need for instructions, speed
up tasks, and eliminate guesswork.
In addition, staff can easily visualize deliverables,

preventing issues at delivery.
(3) Batch Processing
flat is equipped with office processing equipment suchas paper folding machines, box sealing machines,
counting machines, automatic cutting machines, andbook scanners. These facilities enable it to service
requests from various departments in one place. It isthus able to perform quick and accurate processing
through its skilled staff's ability to perform the sametask based on standardized specifications repeatedly.
2. Further Promoting Employment of People withDisabilities
flat embraces a collaborative working style that brings
together disabled and non-disabled individuals to workon shared tasks.
This approach enables tasks to be performed in adiverse and scalable manner, accommodating theunique characteristics of each individual's abilities.
It is expected that working together will foster
understanding amongst non-disabled staff while
stimulating disabled staff and motivating them toimprove their skills.

Results of the Project

Streamlining routine tasks within the government frees
up more time for employees to perform more creativework.
ICT, standardization, and batch processing enableroutine tasks to be performed more efficiently andcost-effectively compared to when individual divisions
performed them.
A recent survey of staff members revealed that 90% ofthose who utilized flat’s services saw a reduction in
their workload.
Moreover, its inclusive approach to hiring people withdisabilities provides these individuals with meaningfulemployment opportunities and promotes a more
accepting and understanding workplace culture within
the prefectural government.

Issues, Problems and Responses

The nickname “flat” infers a workplace that embraces
diversity, where both disabled and non-disabledindividuals can work on an equal playing field and that
staff can visit casually as required (due to “flat”
sounding like a Japanese term for “casually visit”).
With the support of its employees and partneringorganizations, flat aims to raise awareness about
disabilities and foster a culture of inclusiveness andmutual respect while operating in a stable manner.

Future Developments (expected effects andproject vision and issues)

flat is dedicated to advancing work-style reforms within
the prefectural government offices by streamlining
routine tasks through integrating innovativetechnologies such as ICT. The improved efficiency it
provides enables regular employees to allocate moretime towards innovative projects, thereby enhancing
the overall productivity and creativity of the prefecturalgovernment and leading to improved services forcitizens.
flat also provides opportunities for its staff withdisabilities to develop their skills and advance theircareers.

Reference URL

https://www.pref.saitama.lg.jp/a0201/flat/flat_open.html(Saitama Prefecture’s website: About Smart Station(flat))

Contact

Affiliation:
Department of General Affairs, Personnel Division
Phone: +81-048-830-7731
Email: a2425-17@pref.saitama.lg.jp