Army on Paper: Digitalisation without Prior Optimisation of Bureaucracy Will Not Improve Military Management

In light of Ukraine's ongoing efforts to improve the efficiency of its military administration, the initiative of the Ministry of Defence to develop the Army+ app comes as encouraging news. This app is intended to become an indispensable tool in the hands of Ukraine's defenders, providing them with quick access to the necessary documents, services and information, which will help to improve the overall efficiency of the military. However, without a genuine optimisation of existing bureaucratic processes, this is unlikely to bring the expected result.

Streamling bureaucracy

The bottom line is that simply focusing on the transition from paper to electronic documents, which at first glance seems like a panacea, may turn out to be a mirage if you do not consider the root of the problem — outdated and overly complex bureaucratic procedures.

In a previous article, I raised the issue of the potential risks and challenges that come with the “head-on” informatisation of the defence sector, without optimising and rethinking existing processes. Optimisation of not only the format but also of the very essence of the document flow, its content and processing is what should be the foundation on the way to true efficiency.

Through a detailed analysis of the promised Army+ application, we will try to see what can go wrong with the “head-on” informatisation without first reviewing the procedures.

The Army+ app has an ambitious goal of simplifying and streamlining the excessive paperwork of military personnel, including the process of filing reports. Traditionally, this process has been complicated by bureaucratic obstacles, where each report has to pass through the hands of many commanders “up the chain” before reaching the final goal. In the military, “up the chain” means that a report is sent up the chain of command to a direct commander, who, after review and approval, passes it on to his or her immediate superior with a note of his or her own request on the issue.

Automating such processes through an app only seems like a perfect solution. But it does not solve the main problem — the need for multi-level approval. Even in a digital format, a report will still need to be checked and approved at each stage of the command hierarchy, meaning that each commander in the chain of command will have to “click through” reports coming up from the bottom up at his or her level.

Application on the frontline

Despite the increasing availability of satellite communications via Starlink systems, in the realities of combat operations and in frontline conditions, there are often areas where the connection remains unstable or is not available at all. This fact calls into question the ability of military personnel to use the app to solve operational tasks, especially on the front line. At the same time, from the point of view of the Armed Forces’ paperwork bureaucracy, it is the units fighting on the front line that are the most problematic in terms of document management.

You must admit that if a soldier from the front line needs to get to a platoon or company stronghold in order to file a report in Army+, he can just as easily file a report on paper.

Without stable Internet access, the ability to file a report, access important documents and other digital services offered by Army+ becomes illusory.

It should also be noted that in some military units, reports are lost both after and before registration. Ideally, the Army+ app should not only simplify the submission of documents, but also ensure that they are properly reviewed by commanders and that the relevant procedures are followed, including the imposition of resolutions and the creation of orders based on the submitted reports.

As the app is still under development, it is not entirely clear how the reporting process will be integrated into the electronic document management system in military units. This integration presents potential challenges, especially in terms of official registration of documents. The key is to ensure that every report submitted through the app automatically receives an official status in the Electronic Document Management System, as this is what makes a document legally significant.

For example, the design of the app published by the Ministry of Defence shows that Army+ displays the status “under consideration by the unit commander,” but there is no registration number or date of registration of the “annual leave application.” Without such information, the serviceman who submitted the report will not be able to control the timeframe for consideration of his report and refer to it in other documents, for example, if he wants to file a complaint about the delay or non-review of his report.

Complaints about superiors and data security

Cases where a report is submitted to a senior commander are even more complicated. For example, a serviceman wants to complain about the results of an internal investigation against him to a senior commander other than his unit commander, i.e. the unit commander. Or a serviceman wants to contact the military law enforcement agencies or the hotline of the Ministry of Defence.

Will the application provide for the possibility to seek protection from wilful commanders, and how will the rights of servicemen not to be persecuted be guaranteed? For example, a commander, having learnt that he has been complained about, within the limits of his authority, sends an “unwanted” serviceman to a dangerous area, thus simultaneously hiding him from visits by third-party investigators and endangering his life.

And finally, data security. For example, one of the problems related to the security of the Army+ app is the risk that one or more mobile devices with access to the app will fall into the hands of the enemy (for example, if the app had already been used, the enemy would definitely have received several copies at the Zenit position in Avdiivka).

This situation not only jeopardises data confidentiality, but also creates wide opportunities for enemy interference, such as generating false reports or organising massive flood attacks on the system as a whole. Such actions can significantly disrupt the normal functioning of individual military units.

However, there is at least one positive aspect. Until now, the lack of a single standardised practice in reporting has often led to confusion and delays. The diversity of requirements in different units and at different levels creates additional difficulties for servicemen, especially for those who are new to a particular unit. The unification of documents through Army+ promises to solve this problem by ensuring clarity, consistency and efficiency in military document management, while simplifying the verification and approval processes.

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Any innovative solution is accompanied by a number of challenges that only increase in combat conditions: integration difficulties, limited Internet access, data security issues, etc. However, the effective implementation and use of Army+ will require not only technical excellence and reliable security mechanisms, but also the adaptation of military bureaucratic processes and culture.

Ultimately, Army+ can become a model for successful digital transformation in the military, but only if the approach to developing the app and its implementation is comprehensive and combines both technological innovations and changes aimed at simplifying procedures and providing comprehensive protection for servicemen on duty.