|
|
The Open Digital Administration
| Title | The Open Digital Administration |
| Aidamount | 963.362 |
| Organization | The Municipality of Aalborg |
| Conclusion | Ingen side valgt |
| Homepage | No homepage |
| Contact | Tonny Andreasen, Consultant Advisor ta@aalborg.dk |
| Other participants | Icl Invia |
| Theme | Digital Admin. |
| Keywords | Electronic case and document processing
Organisational development
Transparency in public administration |
| Project start | 21 June 2001 |
| Project end | 31 December 2003 |
| Description | The prerequisite for the Municipality of Aalborg to offer extended service and web-enabled self-service facilities to citizens and enterprises is the Digital Administration - This implies the introduction and implementation of the IT-systems required along with a restructuring of procedures and a development of the skills and competences of the employees.
The municipality cannot maintain a digital front end without an internal digital system to support it. If the municipality of Aalborg does not work on both self-service and the migration to a digital administration, it is not going to free up any resources. Quite on the contrary, this would generate new fields of work. Without the digital administration new barriers will emerge and set limits to both the expediency with which the municipality can offer new services and self-service on the Web, and to the extent that such services can be offered.
On June 25, 2001, the City Council of Aalborg consequently initiated the development of the Open Digital Administration, which over a short span of years is to introduce the electronic case and document processing (eDoc from ICL Invia) and the digital procedural approach in general within the administration.
The first part of the goals of the project is the achievement of a 5% streamlining of administrative budgets in 2005. These benefits of streamlining and quality are to be achieved by means a systematic organisational developing effort. The organisational effort is focused on developing the skills of the employees, knowledge sharing, making the most of a the potential of a convenient structuring and simplification of procedures and fields of responsibility, plus the elimination of administrative routines.
The second part of the goals is the openness of administrative archives. Electronic case and document processing also means the introduction of electronic archiving to release the paper based archiving. The electronic archive is one of the very crucial prerequisites for offering citizens an electronically enabled access to municipal casework and administrative procedures and to offer an access for citizens to follow their own cases. In 2003 the City Council and citizens are to have access to the agendas of the political committees, their summaries, supplements, appendices and records, as well as inbound and outbound mail lists with an access to the documents from the web site of the municipality.
The third part of the goals is to create an organisational learning process. A characteristic of the digital municipal administration is constant and fast changes in the objectives of the organisation, its structures, its services and its technological base. So there will be a need for a systematic development of the management and the employees to make them capable of putting the new potentials to use.
The first main phase of the project is to be completed from the middle of 2001 until mid-/late 2003, when the system and the new digital working methods will be implemented in all 6 municipal departments including 1300 – 1500 employees.
The first main phase of the project is focused on the basic introduction and the administrative cases in general. This includes:
- Drawing up administrative guidelines and instructions to make sure that administrative legislation will be met
- The introduction of scanning inbound mail and creating the electronic archive
- The introduction of new working methods for the employees, within the offices, as well as between departments, and the introduction of new procedures
- The structuring of organisations for user support and operation
During the second main phase of the project (from 2002/2003) the system and the working method will be further spread to new fields of responibility, e.g. personal cases and building cases, and to new groups of staff. In this phase the main theme will be the extension and completion of the implementation in order to create systematic coherence between fields of responsibility and to reap systematic quality and streamlining benefits. Also in this phase an integration will take place between the professional areas and the electronic case and document handling system. The system and the working method will be disseminated to all IT users within the municipality of Aalborg. |
 Printerfriendly version |
