What happens when a public authority needs to adapt its software to new requirements at short notice? When a supplier modifies its product, a security vulnerability needs to be patched, or a supply chain is disrupted?

Situations like these highlight just how heavily public authorities rely on their digital infrastructure. Resilient IT must therefore do more than simply function reliably on a day-to-day basis. It must remain capable of operating even when the operating environment changes.

Open source can help with this. With open-source software, the source code is accessible. It can be reviewed, modified and further developed. Public authorities can take action themselves or collaborate with other organisations and service providers.

This creates opportunities that, with proprietary software, are often more heavily dependent on the respective manufacturer. Open source can thus reduce dependencies and give public authorities greater flexibility.

Dependencies become a problem when the operating environment changes

Public authorities rely on their IT systems. Specialist procedures, platforms and digital services must function reliably. At the same time, legal requirements, work processes and citizens’ expectations are changing.

With proprietary software, development is usually the responsibility of the manufacturer. This can have advantages, for example in terms of support or operation. However, the public authority remains dependent on the provider to deliver the required functions, patch security vulnerabilities and continue to support the product.

With open-source software, the source code is accessible. This opens up further possibilities. A public authority can have the code reviewed, commission changes itself or work on further development together with other users.

This is precisely what is important for digital sovereignty. A public authority does not have to develop every piece of software itself. However, when it comes to critical systems, it should be aware of any dependencies and know what options remain available to it in the event of a change.

Open source code alone is not enough

Open source is therefore not a sure-fire success.

Even open-source software must be maintained and secured. Security vulnerabilities must be identified and patched, updates installed, and interfaces with other systems managed. Anyone who adapts software to their own requirements must also ensure that these changes are retained in subsequent versions.

This requires experts and clearly defined responsibilities. Funding must also be clarified for the entire lifespan of a solution.

This applies particularly to the public sector, which must meet high standards of data protection and information security. Software cannot therefore be deployed simply because its source code is open.

Open source creates the opportunity to act more independently. Whether this opportunity can actually be utilised depends on the organisation and the expertise available.

SmartPlanAI: A local authority solution enables re-use

SmartPlanAI demonstrates how re-use can work.

Local authorities must digitise their local development plans, convert them to the XPlan standard and make them accessible to the public. This involves a series of steps, some of which have previously been carried out manually and are very time-consuming.

With SmartPlanAI, Dataport has developed an AI-powered tool that supports and automates this work. Initial tests show time savings in administrative tasks.

SmartPlanAI is available as an open-source solution on the Open CoDE platform. Other local authorities can therefore reuse the software and adapt it to their own requirements.

This is relevant for public administration because a solution, once developed, does not have to remain limited to its original application. Other local authorities can build on the existing work. Their own experiences and requirements can, in turn, be incorporated into further development.

In this way, a solution designed for a single local authority task can evolve into software from which other local authorities also benefit.

Pleio: Working together on a solution

The open-source intranet Pleio also demonstrates the role that collaborative development can play.

Dataport is rolling out Pleio in partnership with the state of Schleswig-Holstein. The platform was originally developed in the Netherlands for public authorities and is being adapted to meet the requirements of German public administrations.

During a pilot phase, local authorities are testing the solution under real-world conditions. Pleio brings together messages, documents and collaboration tools in a central, accessible environment.

For the participating local authorities, this is not merely about introducing new software. They can contribute their operational experience and formulate requirements for further development.

This results in a different approach to that of a solution developed exclusively by a single provider. Several local authorities can participate in the development and benefit from each other’s experience.

What open source has to do with resilience

These two examples illustrate different aspects of open source. SmartPlanAI exemplifies the possibility of sharing a developed solution and reusing it. Pleio demonstrates how several public authorities can collaborate on a single solution.

Both can reduce dependence on individual solutions or providers.

However, this does not mean that a public authority is automatically independent simply by using open source. Even open-source software can be operated by individual service providers. Even in an open-source project, only a few people may possess the necessary specialist knowledge. And even an open-source solution requires funding for operation, maintenance and further development.

For a public authority to be resilient, it is therefore essential to consider these questions right from the start.

• Who operates the software?
• Who can review it and adapt it if necessary?
• Who funds further development?
• And what happens if a service provider or manufacturer is no longer available?

The better these questions are answered, the greater the scope for action in the event of a disruption or change.

What does this mean for local authorities and federal states?

Local authorities and federal states would therefore be well advised to take a close look at their own digital dependencies.

In the case of particularly important systems, they should assess the extent to which the administration is dependent on a single provider, a platform or a specific technical solution. The question then arises as to whether open source could be a viable alternative or complement in this context.

This is not about replacing all proprietary software. The key issue is where the public sector must retain long-term control over its digital infrastructure.

Cooperation between public authorities also plays a role here. When local and regional authorities develop solutions jointly or reuse existing software, they can share the development workload. There is no need to start from scratch every time.

This also presents a challenge for IT service providers. They must be able to operate open-source solutions securely and support public authorities in incorporating their own requirements.

Open source is therefore also changing the way we view software procurement. The question is not just which solution works today; it is also about what options will still be available to a public authority in five or ten years’ time.

Scope for action as a contribution to resilience

Open source alone will not make digital public administration resilient. Many other factors are crucial for this.

However, open source code can create a foundation on which public administration can act more independently. It can have software audited, make adjustments, further develop solutions in collaboration with others, and reuse existing developments.

This creates scope for action.

And it is precisely this scope for action that becomes important when technical, economic or political conditions change.

You can find out more about open source, digital sovereignty and specific projects by Dataport on the ‘Open Source in Public Administration’ page.