Digital service of nurseries revolutionised

At the end of last year, significant changes were made to the digital services of Hafnarfjörður's nurseries. New software, Vala leikskóli, was introduced – which is both a service portal for applications and a service app. Furthermore, the websites for the nurseries were greatly simplified when 17 nursery websites were closed and information was moved onto the city's website.

These changes were made following a detailed needs analysis that had been underway since the beginning of 2023. Interviews were conducted with nursery staff and an online survey was sent to the guardians of nursery-age children in Hafnarfjörður, from which a total of around 600 responses were received. Representatives of parents with disabilities and staff who work with applicants for international protection were also consulted to ensure that as many perspectives and needs as possible were taken into account.

A steering group was formed for the project with broad participation from staff in nurseries, the office, and experts in digital media and information technology. Consultants from were brought on board for the project. Human advice in needs analysis and user experience. Workshops were held with these people, as well as with experts from Advania, once it became clear that the Vala nursery school solution would be chosen. The experience of the City of Reykjavík, which had previously undergone similar transformations in its digital nursery school services, was also sought.

App and/or website

The needs analysis revealed that there was little use of, and demand for, information via the nurseries' websites. Many of them were infrequently updated, and it was clear that parents and carers would prefer to receive information about other services, such as menus, photos and daily activities, via email or an app. Broadly speaking, there was a preference for general information to be available on the website or via email, while information specific to their child would be in an app.

The needs of the nurseries and parents were mapped out, providing a clearer picture of which channels are suitable for which type of communication. The role of each channel was defined in consultation with the relevant groups, and procedures for the nurseries were developed. A requirements list for functionality in a new app was also written before its implementation, along with recommendations for its rollout.

As the project progressed, it became clear that all 18 of the kindergartens' websites would be shut down. The same approach was taken as had been used by the City of Reykjavík, and the experience with it had been good. Instead, a system was set up Landing page for each school on the Hafnarfjörður website with general information about the activities, the unique characteristics of each school, policies and information about the staff, along with statutory information such as the school curriculum, work plan and the Act on Integrated Services. Anything else would be through Völu Nursery School. The content on these pages is still under development and various changes are in preparation.

All nurseries received training and instruction on using Völu Nursery before its implementation. Parents were informed of the planned changes well in advance. Various tests were carried out before the official launch. All applications for nursery places, changes to enrolment and other requests were entered into the Vala Nursery service portal. Many local authorities use the software, which is an advantage as it provides a good opportunity for collaboration on its continued development and the standardisation of applications and requirements.

A decision was made not to transfer any older applications for nursery places from the old system, but to inform parents to submit a new application and make it clear to them that their position on the waiting list would remain unchanged regardless. No one would be moved back in the queue as a result of this change. It has gone well and was the simplest solution in the situation.

How has it gone?

There is great satisfaction within the town's nurseries with this change, and it seems that parents are welcoming the change. No complaints have been received regarding the closure of the nursery websites, and it therefore appears to be the right decision.

It is not often that major changes to a digital service seem to go smoothly, but in this project, it has been nothing but smooth sailing. The first few weeks have been very successful. However, the project is far from complete. The demands for improved app accessibility have not yet been met, and improving this will be one of the main priorities for Advania and ourselves.

We will continue to listen to users' views and Take on board suggestions and the needs that arise. We are nowhere near finished, but we can look back with pride and, not least, pat ourselves on the back for the thorough preparation that has certainly paid off.