Centralised Child Admissions Information System
Information systems for child registration and admissions, tailored to the needs of municipalities and designed to digitise the entire application, admissions and administration process. The platforms allow residents to apply electronically to nurseries and schools and track application progress, while municipal specialists can centrally manage admissions, place allocation and education institution data.
The solutions have been implemented in different Lithuanian municipalities, including Telšiai District, Marijampolė, Tauragė and Visaginas, with each system adapted to local admissions procedures, legal requirements and administrative processes.
The challenge
The task
Municipalities needed a unified information system to replace paper-based or disconnected child registration processes and ensure transparent, efficient admissions to education institutions.
The system had to allow residents to submit applications electronically, select preferred institutions, update submitted information and track application status in real time. Municipal administrations also needed reliable tools for queue management, place allocation, priority rules, document administration and communication with residents.
Flexibility was essential: each municipality applies its own admissions procedures, priority system and administrative processes. The solution therefore had to be easily configurable without compromising the shared system architecture.
The project also required integrations with national registers and electronic identification services, robust data protection, audit functionality and the ability to evolve in line with changing statutory requirements.
Main features
Electronic application submission
Online submission of applications to nurseries and schools, including editing, document submission and application status tracking.
Application assessment and queue management
Assessment against defined criteria and weights, automated admissions queue creation and recalculation, and position tracking.
Education institution and place management
Administration of education institutions, programmes, groups, admissions quotas, capacity, staff and other institution information.
Administration environment
Application administration, user management, decision-making, report generation and process monitoring.
Integrations and authentication
Integration with electronic identification services and government registers, together with secure user authentication.
Reporting and analytics
Statistical data on admissions, capacity utilisation, application volumes and other analytical information.
User registration and authentication
Parents, guardians and other portal users sign in through VIISP, create profiles and manage contact details and related family members.
Automated application data validation
Automatic pre-filling and validation of application data using information retrieved from government registers and information systems.
Electronic contract execution
Creation, coordination, management and electronic signing of education institution attendance agreements using Dokobit and Elpako.
Complaints and enquiries management
Submission of complaints and enquiries by parents and guardians to education institutions, with management of responses, clarifications and related documents.
Notifications and process automation
Automated notifications and reminders about application statuses, queues, contracts and other process events in user accounts and by email.
User, role and permission management
Centralised administration of accounts, groups, roles and access permissions for municipal staff, education institution employees and administrators.
Public portal and content management
Public presentation of education institutions, capacity, news, FAQs and other information, with centralised management of portal structure and content.
Integrations and data exchange
Automated data exchange with VIISP, the Population Register, Student Register, NDNT, SPIS, Student and Foreigners Registers, Dokobit, email and other systems.
The result
CVPIS: Centralised Child Admissions Information System
We developed a modular platform for admissions to education institutions, successfully adapted for municipalities across Lithuania. The solution covers the entire admissions process, from electronic application submission to final place allocation and administration. The platform is designed to accommodate different municipal requirements. Each municipality can apply its own admissions rules, priorities, deadlines and workflows while retaining a shared technology architecture and consistent user experience. A strong focus was placed on process automation. The system reduces the administrative burden on municipal specialists, eliminates manual data processing, improves transparency and allows residents to view application status in real time. Its flexible architecture supports continuous development, new modules, additional government-system integrations and adaptation to changing statutory requirements or municipal needs.
Project results
The project covered analysis of municipal child admissions processes and user needs, functional and technical design, and the design of the data model, user roles, workflows and user interfaces. We prepared the component architecture and developed the public portal, parent and guardian self-service, education institution and municipal staff environments, together with modules for applications, contracts, complaints and enquiries, queue management, reporting, users and content management. The solutions were successfully adapted for different municipalities, retaining a shared technology platform while accommodating individual administrative requirements.
Reliable data exchange and stronger process control
Centralised administration of education institutions and municipal authorities
Fully digitised admissions process through to contract execution
Automated application validation and queue creation
Electronic self-service for parents and guardians
Unified system for admissions to education institutions