Finntegrate Project Charter

Finntegrate aims to create an accessible, multilingual support system for immigrants to Finland through the lens of information science and user-centered design.

Project Mission

Our mission is to help immigrants navigate complex bureaucratic processes by understanding their information behaviors, identifying barriers, and facilitating effective information retrieval.

Project Vision

Finntegrate envisions a future where immigrants in Finland have seamless access to the information and services they need to thrive. Key elements of our vision:

• Task-based information seeking - Research-based understanding of how immigrants complete bureaucratic tasks
• Barrier identification - Recognizing and addressing common obstacles in information access
• Information interaction framework - Using established information science principles to guide system design
• AI-enhanced personalization - Leveraging technology to provide guidance tailored to each immigrant’s specific situation, language, and information needs
• Cultural connection through multi-agent design - Creating a system that both honors Finnish cultural heritage and provides specialized expertise through our Tapio approach

Problem Statement: Information Interaction Challenges

Immigrants to Finland face numerous information-seeking and interaction challenges that can be grouped into the following categories:

Systemic Fragmentation

• Fragmented information landscape - Information scattered across multiple websites and government agencies (Migri, Kela, Vero, DVV, TE-services)
• Complex bureaucratic processes - Frequently changing requirements and procedures with interdependencies
• Cross-agency information gaps - Lack of coordination between different government services

Access Barriers

• Language limitations - Insufficient information localization in languages beyond Finnish and Swedish
• Digital navigation obstacles - Challenges in accessing and using online government services
• Information discovery problems - Difficulty finding relevant information without prior system knowledge

Cognitive Barriers

• High cognitive load - Need for extensive research and information synthesis across multiple sources
• Information anxiety - Uncertainty and stress affecting mental wellbeing during transition
• Bureaucratic literacy challenges - Difficulty understanding specialized terminology and administrative structures

These challenges can lead to delays in processing, misunderstandings, missed opportunities, and unnecessary hardship for immigrants. They can also result in increased workload for support workers and government agencies.

The information-related challenges stem from fundamental misalignments in information systems design:

• Information structured around bureaucratic processes rather than immigrant information tasks
• Limited natural language information retrieval capabilities (requiring exact keywords)
• Information silos between organizations, forcing immigrants to piece together complex information
• User interfaces designed from the perspective of information providers rather than information users

The Tapio Approach: A Cultural Framework for Information Assistance

To address these information challenges while creating a meaningful connection to Finnish culture, we’ve developed the Tapio approach to information assistance. Named after the Finnish forest god who provides wisdom and guidance, our system combines advanced information retrieval with a culturally significant design.

Core Principles

1. Specialized Knowledge Domains: Rather than a one-size-fits-all assistant, Tapio provides access to specialized information guides, each with deep expertise in specific domains like immigration processes, social services, or healthcare.
2. Cultural Significance: Each specialized component is named after a figure from Finnish mythology or cultural history, creating a cohesive system that honors Finland’s heritage while providing practical information assistance.
3. Coordinated Information Retrieval: Tapio serves as both the system name and the main orchestrator that directs users to specialized information domains based on their needs.
4. Unified User Experience: While working with different specialized guides, users experience a consistent interface and seamless transitions between information domains.

This approach addresses information fragmentation by organizing specialized knowledge while creating a more welcoming, culturally-rooted experience for newcomers to Finland. The Tapio multi-agent system allows us to provide both breadth and depth of information without overwhelming users.

User Experience Benefits

• Reduced cognitive load - Information is presented through the most relevant specialist rather than all at once
• Cultural orientation - Immigrants begin learning about Finnish cultural elements through their interactions with the system
• Clear expertise boundaries - Users understand which guide specializes in what information domain
• Consistent information voice - All guides maintain our clear, supportive tone when providing information

Information Interaction Framework

Drawing on academic research, Finntegrate will apply established information science frameworks to address immigrant information challenges:

• Task-Based Information Seeking - Understanding immigrant-centered information tasks and their stages, identifying barriers at each stage, and designing solutions that support successful task completion
• Interactive Information Retrieval - Creating systems that allow for simple, natural dialogue between users and information resources
• Information Behavior Studies - Researching how immigrants actually seek, find, and use information to inform system design
• Information Barriers Research - Identifying and addressing contextual barriers in cross-cultural and multilingual information environments
• User-Centered Information Design - Developing interfaces based on immigrants’ actual information needs and behaviors
• Designing Natural Language Interfaces - Allowing immigrants to ask questions in their own words rather than requiring exact keywords or bureaucratic terminology
• Integrating Cross-Organizational Knowledge - Breaking down information silos between government agencies, civic organizations, and municipalities to provide a holistic view of immigrant information needs

By applying these frameworks, Finntegrate can provide significant value to immigrants navigating the Finnish system. The user focus ensures that information is presented in ways that match how immigrants actually think about and approach their settlement tasks, rather than how agencies organize their services.

Strategic Opportunities

Our strategic opportunities are aligned with our primary objectives (referenced in parentheses) and ordered by priority:

1. Designing task-centered information systems - Organizing information around immigrant tasks rather than bureaucratic processes (Objectives 3, 4)

2. Enhancing multilingual accessibility - Developing interfaces informed by cross-language information retrieval research to support diverse linguistic needs (Objectives 1, 2)

3. Simplifying bureaucratic language - Transforming complex terminology into clear, actionable information that reduces barriers to understanding (Objectives 2, 3)

4. Integrating fragmented information - Creating cohesive information pathways across siloed government services and resources (Objectives 3, 4)

5. Applying information science research - Leveraging academic frameworks in information behavior and task-based information seeking (Objectives 1, 4, 5)

6. Developing proactive assistance - Building systems that anticipate immigrant information needs based on common patterns and journey stages (Objectives 1, 3, 4)

Project Objectives and Approach

Primary Objectives

1. Creating multilingual AI assistance - Developing a tool that supports immigrants by understanding their information-seeking behaviors
2. Reducing integration barriers - Providing clear, accessible information in users’ native languages
3. Simplifying complex tasks - Breaking bureaucratic processes into understandable, manageable steps
4. Modeling information journeys - Mapping immigrant tasks and their barriers to create effective information paths

Secondary Objectives

• Developing specialized agents - Offering domain-specific assistance for complex immigrant scenarios
• Simulating Migri interviews - Building applicant confidence through realistic interview preparation
• Expanding information coverage - Integrating resources beyond Migri to provide holistic guidance
• Personalizing guidance - Tailoring information discovery to each immigrant’s unique situation
• Enabling offline access - Supporting information retrieval even with limited connectivity
• Creating visual guides - Clarifying complex procedures with intuitive process maps
• Developing specialized agents - Offering domain-specific assistance for complex immigrant scenarios through our Tapio multi-agent system, where each agent specializes in a different aspect of the immigration experience

Approach

• Conducting User-Centered Research: Understanding actual immigrant information behaviors while designing solutions
• Mapping Task-Based Information Flows: Identifying key immigrant information tasks, their stages, and common barriers
• Applying Lean R&D Principles: Focusing on working software over comprehensive documentation or prolonged cycles
• Creating Rapid Prototypes: Developing small, educational prototypes that can be replaced or improved
• Learning Just-in-Time: Acquiring skills and knowledge as needed during development
• Drawing on Personal Experience: Building on our own experiences as information users in the migrant context
• Testing with Community Members: Engaging the Tribe Tampere network for feedback and validation
• Creating Cultural Connections: Designing our system with meaningful ties to Finnish culture, making immigrants’ first interactions with Finnish systems more welcoming

Scope Definition and MVP Boundaries

Minimum Viable Product

• Core Function: Information interaction system using Retrieval Augmented Generation (RAG)
• Initial Focus: Migri-related information tasks and processes
• Features:
  • Task-based information organization around common immigrant information needs
  • Multilingual information retrieval interface (starting with English, expanding based on capacity)
  • RAG system with links to official information resources
  • Information task modeling with metadata to improve retrieval relevance
  • Simple logging for continual improvement of information quality
  • Source citations and links to official information sources

Explicitly Out of Scope

• Technical Integration

  • Connection with official government systems or APIs
  • Case status tracking or application monitoring

• Personal Data

  • Processing or storing any personal identifiable information (PII)
  • Features requiring sensitive data (application numbers, personal codes)

• Service Limitations

  • Document translation services
  • Automated form completion or form filling

• Content Boundaries

  • Legal advice or eligibility predictions
  • Immigration decision forecasting
  • Case-specific recommendations

Information Categories to Include

Government and Legal Processes

• Residence permits - Application processes and requirements (links to migri.fi)
• Essential registrations:
  • DVV registration (Digital and Population Data Services Agency)
  • Personal identity code (henkilötunnus) - essential for accessing most Finnish services
  • Municipality of residence registration (kotikunta) - required for accessing municipal services
  • Tax identification procedures (tax card/verokortti) - needed for employment

Education and Integration

• Language learning - Finnish and Swedish courses (links to finnishcourses.fi)
• Skills recognition - Information about validating foreign qualifications

Community Support Networks

• Local immigrant communities - Cultural groups and networking opportunities
• Support organizations - NGOs and services specifically for immigrants
• Key stakeholder organizations - Government entities and their respective roles

Practical Living Essentials

• Housing resources - Apartment search platforms and tenant rights
• Employment information - Job portals and work permit requirements
• Banking and finances - Setting up accounts and managing finances in Finland
• Healthcare access - Basic information on the Finnish healthcare system

Stakeholders and Community

• Primary Users: Immigrants to Finland as information seekers (with initial focus on international professionals/students)
• Secondary Users: Support workers at government agencies seeking cross-organizational information
• Strategic Partners: Government agencies like Migri (conservative approach to relationship development)
• Academic Partners: Researchers in information science and interactive information retrieval
• Community Resources: Tribe Tampere network for testing and feedback
• Public Resources: Official websites (migri.fi, infofinland.fi, suomi.fi, kela.fi, vero.fi, etc.)
• Project Team: 2 part-time collaborators with migrant experience

Success Indicators

Technical Success

• Effective information retrieval - Functional system delivering relevant information responses
• Multilingual capabilities - Implementation of cross-language information access features
• Sustainable maintenance - Established pipeline for regular information updates
• Documentation excellence - Comprehensive open-source repository with clear documentation
• Privacy-first design - Proper security protections and privacy-preserving architecture

User Success (Based on Information Interaction Metrics)

• High information relevance - Users report finding precisely what they need
• Improved task efficiency - Users complete information tasks more quickly
• Enhanced process understanding - Users gain clarity about bureaucratic procedures
• Effective resource discovery - Users successfully locate official information resources
• Increased confidence - Users experience greater certainty during their integration journey
• Clear service expectations - Users understand the system’s capabilities and limitations

Project Success

• Practical innovation - Creating working GenAI prototypes grounded in information science principles
• Knowledge advancement - Generating valuable insights on immigrant information behavior
• Team growth - Developing new technical and research capabilities among team members
• Future viability - Establishing a foundation for potential funded expansion
• Design excellence - Implementing best practices that improve upon previous similar tools

Project Methodology and Implementation Plan

Our implementation follows a user-centered information system design approach divided into phases. Each phase targets specific aspects of information discovery, retrieval, and interaction. Below are the methodology phases followed by a detailed roadmap with implementation status for specific deliverables.

Discovery Phase ✓ Mostly Completed

• Catalog existing information resources and sources
• Map key immigrant information tasks based on personal experience
• Document common barriers in immigrant information seeking
• Set up development environment and collaboration tools
• Research previous digital initiatives in the Finnish immigration space

Prototyping Cycles ⟳ Current Focus

• Core Information Retrieval System ✓ Completed

  • Web scraping official information resources
  • Building a vector database with task-relevant metadata
  • Implementing information retrieval mechanisms
  • Creating a basic information interaction interface
  • Adding initial multilingual information support

• Enhanced Information Capabilities ⟳ Current Focus

  • User task analysis and information journey mapping
  • Tapio multi-agent system development for complex information tasks
  • Specialized information agents with distinct domains (immigration, employment, social services, etc.)
  • Integration of Finnish cultural elements to create a more meaningful user experience
  • Expanded knowledge base integration across information silos
  • Improved multilingual information retrieval capabilities
  • Frontend/backend separation for scalability
  • Developing an orchestration platform for information updates (scheduled crawlers)
  • User testing of information interaction patterns

• Organizational Development ⟳ Current Focus

  • Finalize project charter with information science framework
  • Develop a structured GitHub backlog and issue tracking
  • Create online presence (project website)
  • Establish project identity and documentation standards
  • Outreach to potential partner organizations, such as International House Tampere
  • Create and distribute a user survey for information needs assessment

Testing & Refinement ◯ Upcoming

• Gather feedback on information design from the Tribe Tampere community
• Refine based on observed information-seeking patterns
• Document information barriers and future opportunities
• Prepare final demonstration and documentation

Project Roadmap: Implementation Status

Below is our detailed roadmap with specific deliverables mapped to the methodology phases above, each marked with its current implementation status:

• ✓ = Completed
• ⟳ In Progress = Currently being worked on
• ◯ Planned = Scheduled for future implementation

This roadmap provides a granular view of our progress and planned work:

Discovery Phase Roadmap

1. ✓ Set up a GitHub repository and project structure
2. ✓ Catalog existing information resources and sources
3. ✓ Create an initial information scraping and processing prototype
4. ✓ Establish a basic information retrieval pipeline with test queries
5. ✓ Build a simple information interaction interface prototype

Prototyping Cycles Roadmap

Core Information System

6. ⟳ In Progress Conduct task-based analysis of immigrant information needs
7. ⟳ In Progress Expand the RAG pipeline to use purpose-specific information agents
8. ⟳ In Progress Create a data orchestration platform for scheduled information updates

Organizational Development

9. ⟳ In Progress Develop project documentation and online presence
10. ⟳ In Progress Establish connections with potential partner organizations
11. ◯ Planned Research Finnish government AI guidance and initiatives related to administrative support
12. ◯ Planned Begin pragmatic outreach to strategic partners like Migri
13. ◯ Planned Create and distribute a user survey for information needs assessment

Technical Enhancement

14. ◯ Planned Develop a specialized Migri Interview Simulation prototype based on task analysis
15. ◯ Planned Evaluate architecture for frontend/backend separation
16. ◯ Planned Implement improved UI with SvelteKit based on information interaction research
17. ◯ Planned Develop a dedicated API with FastAPI

Testing & Refinement Roadmap

18. ◯ Planned Conduct user testing of information-seeking patterns with the Tribe Tampere community
19. ◯ Planned Document information behavior findings and barriers encountered
20. ◯ Planned Prepare final demonstration materials and comprehensive documentation
21. ◯ Planned Reach out to academic researcher(s) for potential research collaboration or advisory input

Resource Approach

Team Structure

2 part-time collaborators sharing responsibilities across key project domains. The table below outlines specific roles and their associated responsibilities:

Role	Primary Responsibilities	Secondary Responsibilities
Information Architect	• Information needs analysis • User task mapping • Information barrier identification	• User testing coordination • Documentation review • Community outreach
Technical Lead	• RAG pipeline development • Vector database management • Information retrieval implementation	• Information scraping • Infrastructure management • API development
UX Researcher	• User testing design • Information journey mapping • Usability evaluation	• Multilingual support implementation • User documentation • Information organization
Content Strategist	• Knowledge base organization • Information quality assurance • Source documentation	• Information update scheduling • Terminology management • Content localization guidance
Project Coordinator	• Roadmap management • Task prioritization • Progress documentation	• Stakeholder communication • Community feedback collection • Resource planning

These roles are distributed between the two collaborators based on expertise, interest, and project phase requirements. Each collaborator takes primary responsibility for multiple roles at different stages of development.

Technical Resources

• Open-source technologies (RAG frameworks, LLM integrations)
• Public cloud resources (minimal cost)
• Existing public information sources
• GitHub for version control and documentation
• Google Workspace for collaboration
• Modern web frameworks for production-ready deployment

Community Resources

• Tribe Tampere network for feedback
• International House Tampere and other official support organizations
• Personal networks within immigrant communities
• Public information from official Finnish sources
• Academic research on immigrant information behavior

Lessons from Previous Digital Initiatives (Through Information Science Lens)

• Focus on user information tasks - Prioritize understanding real immigrant information needs and tasks
• Build and maintain information trust - Ensure information reliability and transparency in all responses
• Manage information expectations - Clearly communicate the system’s information capabilities and limitations
• Avoid sensitive information handling - Be cautious with features involving personal data
• Continuous information improvement - Plan for ongoing development based on observed information behavior

Constraints and Assumptions

Constraints

• Limited time availability (part-time, spare-time project)
• No dedicated budget for development or contracted services
• Reliance only on publicly available information
• No official partnerships or special access to information systems

Assumptions

• Sufficient public information is available for RAG implementation
• Team members can allocate consistent part-time hours
• Community members will provide feedback on information design
• Open-source tools can support our information retrieval requirements
• Privacy and information security by design will increase user trust and adoption

Risk Considerations

Risk	Impact	Mitigation Approach
Limited time availability	High	Strict scope control, timeboxed sprints, focus on learning outcomes
Technical challenges in information retrieval	Medium	Start with simpler prototypes, build progressively, and leverage open communities
Information accuracy	High	Clear disclaimers, link to official sources, regular information refreshes
User adoption barriers	Medium	Leverage personal networks, focus on the most pressing information needs first
Scope expansion	Medium	Maintain a minimal viable product definition, and document future ideas separately
Information privacy concerns	High	Avoid collecting/storing PII, implement security best practices, and provide transparency
Outdated information	High	Implement regular information refresh mechanisms, clearly display last update timestamps

Working Agreement

• Communication: Asynchronous via messaging, weekly in-person sync
• Development: Individual work with regular code reviews
• Documentation: Ongoing in GitHub and Google Workspace
• Decision-Making: Collaborative with a focus on learning outcomes
• Code: Open-source with appropriate licensing