Szkoła Letnia 2008, Wisła1 System of documents flow at Municipal Office in Gliwice Marta Jasińska...

Szkoła Letnia 2008, Wisła 1

System of document’s

flow

at Municipal Office in

Gliwice

Marta Jasińska

Krzysztof Zbrożek

Szkoła Letnia 2008, Wisła

Municipal Office in Gliwice, habitat of the Municipal Council


Customers Service Centre


What are the customers expectations?

• Quick and efficient services

•Professional and qualified personnel


We create the IT society, what means citizens who have

advanced tools for data processing and communication

instruments. Those should be basic for creating the national

income and make the source for private incomes of citizens.

(Prof. dr hab. Mieczysław Muraszkiewicz: „Społeczeństwo

informacyjne i jego technologie”, Warszawa, 2004 r.)

Administration, including self-government, is an animator and the power that creates and participates at all processes of building the IT society.It means that information is essential for functioning of administration. ICT is necessary for creating, storing and making the data resources accessible for citizens.


Some time ago: letters, documents

and briefcases

… lot of papers paralizing work


… the way of the information exchange within the Municipal Office


What are the main elements overcrowding efficient functioning of administration?

• general flood of information• Traditional way of data storing (papers)• highly time-consuming methods of data processing (stored as papers)• communication chaos

Reasons for communication chaos:• 85 % of knowledge at organization has non-structural character• up to 80 % of essential queries repeats very often• every day, every employee spends 30-60 minutes on searching contacts and information to solve his problems• 88 % of intellectual potential can be found at employee’s heads


The major problem for administration is the overflow of information, not its lack, as well as the difficulty of data storage and using process.

After we did some analyses in 90’s, we made the decision about quick rearranging of work at Municipal Office by reducing and than eliminating the paper documents as a tool of information exchange within our institution. From that moment the substitute should be an electronic document.

It was the first step of conversion into electronic administration at public sector in GliwiceE-government minimizes the number of paper documentation as a tool for data exchange. E-government doesn’t need it to implement the tasks related to services for citizens.


What we did on the way from paper to electronic document?

Integrated Information Management System (ISZG)

Main goals: • integration of information resources• active management of municipal property• increasing of incomes• increase of the attractiveness for investors• creating of IT infrastructure• growth of citizens involve

ISZG has to support fulfilling of mayor’s tasks and regulate

public life, by gaining, storage and processing the

information.

ISZG use only electronic version of documents. All data are

transferred in XML standard. Communication brokers and

enterprise application integration (EAI) are responsible for

distribution of information.


ISZG structure

Szyna integracyjna

SO

D

Intr

ane

t

Internet

KS

AT

MS

IP

Pe

UP

...


Main base of documents simplify the searching process and guarantees better order. It causes that all documents really belong to the company not only to the employee who created it.

After hours…

Szkoła Letnia 2008, Wisła1 System of documents flow at Municipal Office in Gliwice Marta Jasińska...

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