Contracts in One Database. Gdańsk Tech Launched the Central Contracts Register
Gdańsk Tech has launched the Central Contract Register in the Moja PG system. The new tool collects information about contracts in a single, organized database, streamlines their management, and facilitates the fulfillment of obligations arising from regulations related to the public finance sector.
Gdańsk Tech has launched the Central Contract Register in the Moja PG system. The new tool collects information about contracts in a single, organized database, streamlines their management, and facilitates the fulfillment of obligations arising from regulations related to the public finance sector.
New regulations have obliged public universities to submit information about specific contracts to the state Central Register of Contracts of Public Finance Sector Units. Gdańsk Tech has utilized this change to create a solution with broader applications.
The university register includes not only contracts subject to mandatory data submission to the state system but also other documents used in Gdańsk Tech's operations, including confidentiality agreements, letters of intent, and cooperation agreements.
The information is collected in the My PG module. Access to the entire register or individual parts is granted exclusively to authorized persons according to the scope of their tasks. Employees responsible for preparing and managing contracts can thus use a single database instead of maintaining separate records or searching for data in multiple locations.
– In administration, it is not just about implementing successive tools, but about ensuring that they truly facilitate daily work. That is why we did not limit the registry to the scope arising from new regulations. We created a common database that organizes processes, increases transparency in document management, and saves employees' time. This is how we understand the digitization of the university – says Prof. Justyna Kucińska-Lipka, Vice-Rector for Development at Gdańsk Tech.
Next stage of university digitization
The Central Contracts Register is another solution developed as part of the My PG system. Gdańsk Tech has been creating its own IT tools for years to support university management and administrative process handling.
The register includes, among other things, basic information about concluded contracts, their parties, values, and sources of funding, persons responsible for implementation, and the location of document storage. Signed contracts, annexes, and other materials related to their execution may also be included.
The new module combines the fulfillment of statutory obligations with the improvement of internal information flow. Data on contracts subject to the regulations are prepared for transfer to the national register, while the broader scope of the university database allows for organizing the documentation used in Gdańsk Tech's activities.
National contracts register
The Central Register of Contracts of Public Finance Sector Entities serves to provide information on contracts concluded by entities managing public funds. The obligation to submit data applies to contracts specified in the regulations concluded from July 1, 2026.
The rules for maintaining the university register are specified in Rector’s Ordinance No. 39/2026 of June 24, 2026, concerning the introduction of the Regulations for maintaining the contracts register at Gdańsk Tech. The regulations also provide for the gradual introduction of active contracts concluded before July 1, 2026, as well as other active contracts on the date of its entry into force. This process is to be completed by March 31, 2027.