GovTech Challenges

How to automate the school admission process?

The Vilnius City Municipality Administration needs to optimise, automate and integrate the school enrolment system with other systems and registers to facilitate the enrolment process.


  • Optimising and automating educational processes is one of the tools for quality assurance and education policy-making. Vilnius City Municipality started to develop a school admission system 5 years ago, but the system is still not perfect. The system accepts applications and reconciles data, but the process of assigning pupils to schools is not automated and requires a lot of human resources and time to make the enrolment process as smooth as possible.
  • The enrolment process involves around 110 educational establishments and at least 450 staff from these educational establishments. Each year, the system receives and processes around 14,000 parent applications.
  • The enrolment committees of the educational establishments manually calculate the priority criteria scores, rank the priorities, then enter the data into the system and send invitations to the parents. Vilnius City Municipality administration staff also spends a lot of time on the following tasks: overseeing the admission process, administering the system, liaising with admissions committee chairpersons, training committee chairpersons, checking the work of admissions committees and the lists of applicants they have drawn up, and sending out information messages to parents/guardians.


  • Optimisation, automation and integrity with other systems and registries are required. This would reduce human resources and time costs and facilitate and simplify the enrolment process. It would be more transparent, simpler and eliminate human error.

Prizes for participants

Prizes will be awarded to the first, second and third place winners:

  • 1st prize – 13 000 EUR
  • 2nd prize – 5 000 EUR
  • 3rd prize – 1 800 EUR

Additional information

The deadline for receipt of projects or applications for participation is 03.11.2021 at 10:00.

For a detailed description of the challenge and the call for projects, see the Central Public Procurement System (CVP IS).

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