Reducing administrative overhead: automation in federal agencies

Manual workflows dominate federal operations, creating bottlenecks that delay critical services and frustrate both citizens and government employees. These inefficiencies stem from legacy IT systems, paper-based processes, and complex regulatory requirements that force skilled professionals to spend countless hours on repetitive tasks rather than mission-critical work. The human toll is evident: 65 percent of government employees report feeling burnt out—compared to 44 percent in the private sector—and nearly nine out of ten say a smaller workload would most reduce burnout.

Manual workflows dominate federal operations, creating bottlenecks that delay critical services and frustrate both citizens and government employees. These inefficiencies stem from legacy IT systems, paper-based processes, and complex regulatory requirements that force skilled professionals to spend countless hours on repetitive tasks rather than mission-critical work.

The solution lies in intelligent automation technologies that transform how agencies operate. By deploying robotic process automation, artificial intelligence, and workflow management systems, federal organizations can dramatically reduce costs while improving service delivery and compliance.

What is automation in federal agencies?

Automation in federal agencies represents a fundamental shift from manual, paper-based processes to intelligent systems that execute tasks with minimal human intervention. This transformation extends far beyond simple digitization — while converting paper forms to PDFs merely changes the format, true automation leverages sophisticated technologies to complete entire workflows autonomously.

At its core, federal automation employs several key technologies working in concert. Robotic Process Automation serves as the workhorse for high-volume, repetitive tasks: extracting data from thousands of forms, updating multiple databases simultaneously, and processing applications in minutes rather than days. These digital workers operate 24/7 without fatigue, maintaining perfect accuracy while handling workloads that would require dozens of human employees.

Artificial intelligence elevates automation beyond simple task execution. Machine learning algorithms analyze patterns across millions of transactions to detect fraud, predict service demands, and support complex decision-making. For example, Treasury's Office of Payment Integrity prevented and recovered over $4 billion in fraud and improper payments in fiscal year 2024 using machine learning AI, representing more than a six-fold increase from $652.7 million in fiscal year 2023. Natural language processing powers intelligent chatbots that answer citizen inquiries instantly, guide users through application processes, and provide multilingual support — capabilities that would require extensive call center operations.

Core automation technologies transforming federal operations

• Workflow automation software: Routes documents through approval chains automatically, tracks progress against deadlines, and maintains comprehensive audit trails. These systems ensure nothing falls through the cracks while providing real-time visibility into process status.

• Self-service portals: Enable citizens to complete transactions independently — from renewing licenses to filing taxes — without visiting government offices or waiting on hold. These platforms integrate with backend systems to provide instant updates and confirmations.

• Intelligent document processing: Combines optical character recognition with AI to extract data from unstructured documents, classify content automatically, and route information to appropriate systems without manual data entry.

• Process mining and analytics: Examines how work actually flows through agencies, identifying bottlenecks and inefficiencies that automation can address. These tools provide data-driven insights for continuous improvement.

A critical issue is the reliance on outdated infrastructure that fails to meet modern operational needs. Some federal IT systems are more than 50 years old and rely on programming languages like COBOL and Assembly Language Code. Six years after being flagged for modernization, only three of ten critical legacy systems have been completed, with the remaining seven ranging from 23 to 59 years old. These systems lack the adaptability to integrate with emerging technologies, restricting agencies' abilities to improve efficiency. This technological stagnation not only hampers productivity but also obstructs the implementation of innovative solutions that could enhance service delivery.

Why federal agencies struggle with administrative burden

Federal agencies contend with enormous demands due to the multitude of applications, permits, and service requests they process daily. These pressures, combined with antiquated manual workflows, lead to persistent inefficiencies that hinder productivity. The reliance on traditional processes results in a substantial portion of government budgets being directed toward operational tasks, significantly impacting financial resources.

Outdated infrastructure and regulatory hurdles

A critical issue is the reliance on outdated infrastructure that fails to meet modern operational needs. These systems lack the adaptability to integrate with emerging technologies, restricting agencies' abilities to improve efficiency. This technological stagnation not only hampers productivity but also obstructs the implementation of innovative solutions that could enhance service delivery.

Moreover, navigating complex regulatory frameworks demands considerable administrative effort, drawing resources away from essential services. The intricate balance of compliance, data management, and reporting requirements further complicates the streamlining of government operations.

Challenges in healthcare processes

The healthcare sector alone stands to benefit immensely, with potential savings of up to $360 billion over the next five years. McKinsey identified $285 billion to $295 billion in annual productivity improvement opportunities at the federal level alone, representing roughly 40 percent of a total $725–$765 billion government-wide productivity opportunity, with about 50 percent of federal savings concentrated in healthcare. By automating data handling and processing, agencies improve both speed and precision. A notable case is the Army Financial Management program, which used technology to process over 100,000 financial records, saving thousands of hours previously spent on manual tasks.

Addressing these challenges through automation offers a clear path to improving productivity and service delivery. By targeting the core issues of outdated infrastructure and complex regulations, agencies can significantly reduce administrative burdens and enhance operational efficiency.

How automation reduces costs in government programs

Automation provides significant cost efficiencies across government programs. Intelligent automation technologies replace labor-intensive processes with streamlined systems that execute tasks autonomously. For example, implementing advanced software solutions has allowed federal agencies to manage workloads previously handled by numerous employees, demonstrating substantial potential for budget optimization.

Financial impacts and savings

The healthcare sector alone stands to benefit immensely, with potential savings of up to $360 billion over the next five years. By automating data handling and processing, agencies improve both speed and precision. A notable case is the Army Financial Management program, which used technology to process over 100,000 financial records, saving thousands of hours previously spent on manual tasks.

Enhancing accuracy and regulatory adherence

Automation also strengthens accuracy and adherence to regulations. For instance, automating tax processing allows for early error detection, minimizing costly audits and ensuring compliance. This approach not only reduces expenses but also ensures smooth, uninterrupted operations.

Improving procurement and resource management

In procurement, automation optimizes purchasing activities, curbing unnecessary spending and refining resource management. By streamlining these processes, government programs can better allocate their budgets, focusing on essential services and maximizing their operational impact.

Streamlining federal processes with AI and RPA

AI enhances the analytical capabilities of federal agencies by providing tools for advanced data analysis, enabling predictive insights and more informed decision-making. Through AI-driven analytics, agencies can better assess risks and optimize resource allocation. Federal agencies deployed 1,001 RPA automations that created 1,499,105 hours of capacity, with another 1,000 automations in development. This represents almost 1.5 million hours of productivity gains from robotic process automation alone.

Boosting analytical capabilities and resource optimization

AI enhances the analytical capabilities of federal agencies by providing tools for advanced data analysis, enabling predictive insights and more informed decision-making. Through AI-driven analytics, agencies can better assess risks and optimize resource allocation.

• Data-driven insights: AI analyzes complex datasets to identify trends and inform strategic decisions, allowing agencies to proactively manage resources.
• Proactive risk management: AI systems continuously monitor operations to detect potential issues, ensuring timely interventions and maintaining service consistency.

Increasing efficiency and operational capacity

Workflow automation further supports federal processes by seamlessly directing documents to the appropriate personnel, maintaining compliance through audit trails, and ensuring that deadlines are consistently met. This systematic approach enhances operational transparency and accountability.

During the COVID-19 crisis, the Department of State effectively utilized RPA by deploying 35 bots, resulting in an additional 50,000 hours of operational capacity. This deployment demonstrated how automation can enhance efficiency during critical periods, supporting agencies in their mission to deliver timely and effective services. Enterprise AI agents contribute by analyzing extensive datasets to reveal patterns and improve decision-making, helping agencies achieve their objectives efficiently.

Improving administrative efficiency in government operations

Automation significantly enhances administrative efficiency by transforming how government agencies manage data and deliver services. Real-time insights allow decision-makers to access critical information instantly, breaking down silos that previously hindered communication and collaboration. This transparent access ensures that all levels of government can make informed decisions swiftly, reducing delays and improving responsiveness.

Enhancing public interaction and workforce autonomy

Digital platforms revolutionize how citizens interact with government services, offering them the convenience of accessing necessary services without physical visits. These systems facilitate the submission of applications and payments at any time, streamlining interactions and reducing the burden on government offices.

• Optimized service delivery: Online systems enable processes like appointment scheduling to be handled more efficiently, minimizing wait times and increasing overall throughput.

Unifying and enhancing processes

Centralized service platforms integrate various administrative functions, using AI-driven tools to automate tasks such as managing payroll and benefits. This integration creates a unified environment where resources are allocated more effectively, and redundancies are minimized.

• Empowered workforce: By digitizing routine tasks, employees gain greater control over their work processes, enhancing productivity and reducing the reliance on manual interventions. This shift not only boosts efficiency but also enriches the overall work experience.

Digital transformation strategies for federal programs

Implementing digital transformation in federal programs demands a seamless integration of advanced technologies with strategic change management. Agencies should leverage cloud-based platforms to modernize IT infrastructure, enhancing both operational agility and security. This proactive approach not only streamlines processes but also ensures robust data protection.

Enhancing communication and role definition

Effective communication is essential when introducing automation technologies. It's crucial to address team concerns and clarify evolving roles to foster a smooth transition. Clear guidelines for automation tool utilization build trust and facilitate a more cohesive adoption process.

• Active participation: Encourage team involvement in shaping new processes, ensuring adaptations meet operational needs.
• Ongoing education: Continuous training and resources empower staff to utilize new technologies efficiently, reducing resistance and boosting morale.

Continuous assessment and system harmony

Regular evaluation of automation tools is vital for long-term success. Establishing consistent performance reviews ensures systems function at peak efficiency and provides insights for ongoing enhancements.

• Seamless system integration: Aligning AI solutions with existing processes mitigates disruptions and enhances overall effectiveness.
• Adaptable infrastructure: Cloud solutions offer the flexibility to scale operations, allowing agencies to respond swiftly to changing demands.

By adopting these strategies, federal programs can fully realize the benefits of digital transformation, driving innovation and efficiency throughout government operations.

Measuring ROI and ensuring compliance through automation

Automation in federal agencies provides valuable insights into ROI and bolsters compliance efforts. By creating detailed records of automated workflows, agencies can easily demonstrate adherence to regulations. These records enhance transparency and accountability, offering a comprehensive view of resource utilization.

Leveraging dashboards for informed decision-making

Despite the benefits, only a portion of RPA programs currently employ dashboards to track performance metrics and ROI. This gap highlights an opportunity for agencies to leverage data more effectively. For instance, customized dashboards can empower leaders to evaluate automation's impact on financial performance and guide strategic planning.

• Dashboard utilization: Real-time performance tracking allows for immediate insights into automation effectiveness.
• Strategic insights: Dashboards help identify improvement areas, ensuring efficient resource allocation.

Strengthening security and document accuracy

Automated systems are instrumental in identifying irregularities within financial transactions, safeguarding government resources. These systems continuously monitor activities to enhance security and maintain operational integrity. Additionally, tracking document changes ensures accuracy, with alerts sent when updates occur.

• Anomaly detection: Automated tools assess transaction patterns to flag potential issues, mitigating financial risks.
• Document management: Ensures the use of current documentation, crucial for compliance and audit readiness.

By integrating these technologies, federal agencies can optimize processes while maintaining transparency and accountability, leading to more effective governance.

Best practices for implementing automation in federal agencies

Implementing automation in federal settings demands a thoughtful approach, focusing on areas that yield the most substantial benefits. Start by pinpointing high-frequency tasks that can be automated to significantly reduce manual workload. Streamlining these repetitive processes allows agencies to allocate resources more effectively.

Harnessing sophisticated solutions

For more intricate processes, employing sophisticated solutions such as intelligent automation systems is key. These technologies bring adaptability to complex scenarios, managing diverse workflows with enhanced precision.

• Continuous assessment: Regularly review automation strategies to ensure alignment with agency objectives. This practice highlights improvement opportunities and ensures that solutions remain effective.
• Collaborative resolution: Involve human expertise to tackle unforeseen challenges and identify new automation potentials. This synergy between technology and human insight leads to more robust implementations.

Fostering collaboration and innovation

Engaging with knowledgeable technology partners is essential to tailor solutions to specific agency needs. These collaborations bring specialized expertise that can guide successful automation initiatives.

• Expert alliances: Utilize partnerships to enhance mission success, ensuring automation aligns with strategic goals.
• Anticipating advancements: Stay ahead by planning for future technologies that offer intelligence and flexibility. This proactive approach ensures that agencies are prepared to leverage innovations for ongoing operational improvements.

By adhering to these best practices, federal agencies can effectively integrate automation, optimizing their operations and achieving substantial gains in productivity and efficiency.

As federal agencies continue their digital transformation journey, the path forward requires intelligent automation solutions that can scale with evolving needs while maintaining security and compliance. The most successful implementations combine strategic planning with technologies that empower employees to focus on high-value work rather than administrative tasks.

Ready to see how AI-powered automation can reduce administrative overhead in your organization? Request a demo to explore how Glean and AI can transform your workplace — we'll show you how to unlock efficiency across your entire operation.