A safe tool gives courage to try – Ystad Municipality’s next AI step

Ystad Municipality has around 3,000 employees who work every day to provide accessible and caring services to the municipality’s roughly 30,000 residents. Like many other municipalities, Ystad sees that AI can help develop its operations, streamline ways of working and strengthen its services.

At the same time, the demands are high. A changed security policy landscape, demographic shifts and new legal frameworks all affect how the municipality can work. Demand for AI support is also growing from within the organisation.

"The challenge is to meet employees’ interest in AI while also creating the conditions for safe and sustainable long-term use. AI raises questions about legal certainty, ethics, information security and sustainability", says Emma Nordqvist, Digitalisation Developer at Ystad Municipality.

Expertise without building everything in-house

As a smaller municipality, Ystad needs to make use of new technology in a resource-efficient way. That is why the municipality, through the Digitalisation Unit within the Municipal Executive Office, joined the RISE AI Partnership. The partnership gives the municipality access to RISE GPT, a GDPR-compliant generative AI tool, training in both in-person and digital formats, and research-based expert advice.

The choice of partner came naturally. The municipality already had good experience of working with RISE, including in welfare technology and impact methodology, which strengthened its confidence in taking on the AI question together.

A safe tool lowers the threshold

Ystad’s goal is for AI to be available to employees throughout the municipality, and RISE GPT is currently offered on a voluntary basis. Combined with broad training and the right support, the aim is to raise AI maturity and give more people the opportunity to explore what the technology can do in their own work.

One important lesson is that access to a safe tool is the foundation for employees daring to try.

"When the tool has been developed with data protection and information security in mind from the outset, users feel less uncertain. The focus can then shift to learning how the technology works and how it can be used wisely and in ways that are relevant to the work", says Emma Nordqvist.

AI as support – not as a replacement

The municipality is clear that AI should be a support in day-to-day work. The technology is not meant to replace professional judgement or the responsibility that lies with the municipality and its employees. The goal is everyday efficiency gains that free up time for what requires human judgement, dialogue and presence.

"By simplifying and streamlining certain tasks, we can free up more time for human interaction. That strengthens our ability to provide good municipal services to the people we are here for", says Emma Nordqvist.

Offering modern and fit-for-purpose digital tools is also part of being an attractive workplace and meeting future skills needs.

A learning journey

The partnership has given Ystad support and inspiration to take the next step and made it easier to commit. At the same time, the municipality is contributing its experience to research on how AI can be applied in a smaller Swedish municipality.

"We see our AI work as a learning journey. By combining practical use, training and reflection on how the technology can be applied in the municipality’s operational processes, we are gradually building our understanding of where the technology creates real value", says Emma Nordqvist.