BBSK

About the client

The Banská Bystrica Self-Governing Region (BBSK) is a regional self-government body covering one of Slovakia’s largest regions. It manages dozens of organizations across healthcare, social care, transport, culture, and education. Each month it concludes hundreds of contracts with suppliers, partners, and contributory organizations — all of which must meet the strict requirements of public administration, mandatory publication in CRZ, and internal financial control.

The challenge

BBSK needed to replace paper-based and inconsistent contract management processes with a modern digital solution. The original state (AS IS) was characterized by:

• No comprehensive audit trail for documents, nor a record of how comments were processed
• Document creation was free-form — every employee approached it differently, without standardized templates
• No automated upload of documents to CRZ or to the Fabasoft registry system
• Only search by document name or number was available — without full-text search and metadata
• The contract review and approval process was slow and informal
• No ability to assign tasks (to-dos) derived from dates within the document

The solution

Modulario delivered the cloud-based DMS BBSK built on a no-code platform with the ModularIO Schema Wizard, covering the life cycle of both contracts and internal legal acts in 8 phases:

Contract life cycle

1. Template type selection — multi-step questionnaire or a conversation with an AI chatbot that recommends the right template
2. Contract preparation — transformation of the template into DOCX with automatic attribute filling, generation of a unique number in the format BBSK/YYYY/000001 (amendment as BBSK/YYYY/000001-01), locking of revision tracking
3. Contract review — collaborative DOCX editing directly in the browser by multiple users at once, with change tracking and comments
4. External review — a separate role with access only to the version without internal comments
5. ZFK (Basic Financial Control) — parallel approval across departments, with the last approver finalizing; supported in two variants (contracts without public procurement in one phase, contracts with public procurement in two phases)
6. Contract generation and signing — final version in PDF, signing through the Fabasoft registry system with a qualified electronic signature
7. Contract after signing — marking of the signing date and effective date, upload of the signed .asice contract
8. Anonymization and publication in CRZ — automatic submission to crz.gov.sk via an integration interface with metadata

Internal legal act life cycle

A parallel agenda with its own templates, approval, and employee acknowledgment of the act — including records of who was acknowledged and when.

Technical architecture

• Cloud environment operated via Terraform (IaC) — fast migrations and scaling
• Stack: Docker + Docker Compose, Nginx, Redis 7, MongoDB 6, PostgreSQL 15, Keycloak 23, React 18 + Next 14, FeathersJS 5
• Audit trail — complete change history, life-cycle timeline of every document, return to previous versions
• Full-text search + metadata search + their combination
• Dashboards for management reporting

External integrations

• CRZ (crz.gov.sk) — automatic publication of the contract with attachments and metadata
• Fabasoft — qualified electronic signature and registry
• SharePoint — connection to existing BBSK documents and teams
• Microsoft 365 — integration with other applications in the suite
• Power BI — analytical reports over DMS data