Tim Willoughby Assistant Director LGCSB. Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Ciesze sie, ze jestem w Polsce.

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1 Tim Willoughby Assistant Director LGCSB

2 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Ciesze sie, ze jestem w Polsce

3 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Irish Government Agriculture Marine Arts Defence Education Finance Enterprise Environment and Local Government Foreign Affairs Tourism Health Public Enterprise Taoiseach Justice

4 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Department of Environment and Local Government DOELG National Roads Authority Housing Authority Planning Authority Environmental Protection Agency LGCSB 26 Local Authorities 8 City Corporations RoadsWater EnvironmentalHousing Planning Provision of IT Consultancy, Support, Contract Negotiation

5 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych LGCSB 4 Over 25 Years 4 100 Staff – IT Professionals 4 3 Divisions –Technical / Engineering –Financial –Online Services

6 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Online Services Division 4 Internal –Internet/Intranet –Office Automation 4 Local Authority –Service Delivery Methodologies –Web Development –Best Practice Standards –Document/Records Management –Workflow / Collaboration –MS Access (Small) systems –Customer Relations

7 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych

8 Most filing systems are like a Teenagers Bedroom I know where it is… just give me an hour Records / Document Management

9 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych How do we combat this 4 Create no more files!! 4 Only allow important files to be created 4 Memorise exactly where all the files are!!! 4 Implement a directory and filing policy 4 Scan everything and outsource indexing 4 Change the way people think?? 4 All of the above

10 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Internet Portal to the rescue 4 Effective 4 Pointer to all systems 4 One simple Interface 4 One Log on to all systems 4 One Maintainance 4 Easy Install 4 No client license

11 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Why do we need a Portal 4 Significant time spent by staff looking for relevant information Data organized by source and file format makes it difficult to locate Numerous mistakes made twice 4 Duplicate efforts for creating documents 4 Low percentage of returned hits that are relevant 4 Lost control of key information resulting in missed opportunities 4 Inability to make confident decisions due to sub-optimal management reporting 4 Lack of knowledge sharing 4 Employee must be fully trained on numerous corporate systems Employees Corporate Systems (ERP, CRM, etc.) Email Hard Drive World Wide Web Shared Drive

12 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych IT systems are biased towards structured information. Enterprises produce both structured (10%) and unstructured (90%) information, however… most corporate spending (80%) is focused on structured information: Structured Information Repeated and relatively inflexible schema Databases ERP/CRM Systems Data Warehouses Financial Systems Invoices Unstructured Information Flexible schema Document Templates Multimedia Files Office Productivity Tools Document Mgt. Systems Correspondence/Memoranda Information Management Spending vs. Information Type 50 100 Percentage of Total Volume of Organizational Information Information Spending 5-15% 10-20% 85-95% 80-90% Unstructured Information Structured Information

13 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych The Advantage of a Portal 4 Increased Communication 4 Reduced InfoGlut 4 Relevant information returned 4 Document reuse 4 Knowledge sharing enabled 4 Knowledge categorized by topic and relevancy 4 System training minimized to specific features of corporate systems required 4 Employees can personalize presentation of enterprise knowledge and data based on their role within the organization and user preferences 4 Employees pushed or alerted to relevant information Employees Corporate Intranet Portal Corporate Systems (ERP, CRM, etc.) Email Hard Drive World Wide Web Shared Drive Business Intelligence DMS

14 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych

15 Problem 4 Large Government Body with many components 4 Document Creators everywhere 4 Circulars / Legislation created by all sections 4 Electronically Created and printed 4 Manually distributed to Local Authorities 4 Each Section in Local Authority has requirement for specific documents e.g roads, have to receive all document to check for relevance

16 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Solution 4 Define Creators/ reviewers/ collaborators 4 Create One set of Documents 4 Control Workflow / versions of documents 4 Electronically distribute documents to the relevant desktops 4 Allow viewers to view completed documents 4 Automatically notify viewers of changes or updates to document content

17 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Workflow and Collaboration

18 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Research Project 4 Partners –LGCSB –Microsoft (Ireland and US) –Compaq (Ireland and US) 4 Commitment of Licensing, funding, hardware and consultancy to project completion

19 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Sharepoint Portal Server 4 Application manages Document: –Creation –Publication –Access –Administration

20 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Sharepoint? 4 Portal Management 4 Powerful Index / Search Engine 4 Digital Dashboard 4 Document Management 4 Workflow / Version control 4 Collaboration 4 Web Publishing 4 …. All In the same product

21 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Where does it fit? Etc Financial Roads Water Geographic Information System Browser/ Portal View Search Records Management Imaging Content Management Contact Management Workflow/ Version Control Collaboration Data

22 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych Users 4 Department Of Local Government (DOELG) –Initial Contributors/Collaborators (200) 4 Various Local Authorities –User Base of 35,000 –Frequent Users (2,000) –Citizen….. 4 User Types –Browsers –Users (Collaborators,Reviewers) –Co-ordinators

23 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych 4 Creation –Document created by the User 4 Registration –Document has Workflow attached –Document is forwarded to owner to assign Collaborators,Group Reviewers & Deadlines, Category 4 Collaboration –Notification/Link received by Email –Available for CheckIn/CheckOut –Deadline Process Email notification to all associated with the Document Automatically forwarded to Reviewer

24 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych 4 Review –Notification/Link received by Email –Reviewer Can: Publish Modify & Publish Take Ownership (Start the Process Again) Delete (Archive) Send back to Collaboration Process Pass to another Reviewer –Deadline Process Email notification to all associated with the Document

25 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych 4 Publish –Reviewer forwards the Document to the final stage Publish –Moved to the Publishing Server –Now Available for Browsing

26 Irlandzka Agencja Uslug Informatycznych dla Sa morzadow Lokalnych

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40 And finally… 4 If computers get too powerful, we can organize them into a committee -- that will do them in. 4 Bradley's Bromide