Statistics Portugal Department of Methodology and System Information

1. Statistics Portugal Department of Methodology and System Information Information Infrastructure Unit Jorge Magalhães Conference on Administrative Simplification in Official Statistics SIMPLY2010 Sub-session 2b: Methodological and Technical Means of Simplification in Business Statistics Integrated Information System for the Management of Establishments - SIIGE Ghent, Belgium, 2 and 3 December 2010 «

2. Summary « • What is the main objective of SIIGE? • Key benefits • Why the proposal SIIGE? • What is the proposed system architecture of SIIGE? • Weaknesses • Interconnection with projects « 2

3. What is the main objective of SIIGE? « • The purpose • Describe a possible solution to solve identified problems with the management of the information related with establishments when they are used for statistical purposes at national level, in Statistics Portugal: • creation of unique identification number of the establishment • Create an infrastructure for management of the establishments « 3

4. What is the main objective of SIIGE? « « First we identify the problems. Two problems, there are more, but for this purpose we consider the most important First problem « « Second problem « 4

5. Key benefits (of SIIGE) « • The system can know the frame of establishments • The information of each establishment is unique • Is recognized by various organizations the need for integrated management of establishments • Information is disseminated by all entities • The system enables the harmonization of information and reducing the statistical burden • The unique number for their establishments avoids duplication • For a good implementation of this system may require a legislative amendment relating to this topic « 5

6. Weaknesses « There are difficulties? SURE… But I will not tell now. First tell you about our motivations, wishes, about system architecture … « 6

7. Why the proposal SIIGE? Statistic motivations « National Statistical System Statistical Authorities and Entities with powers delegated by Statistics Portugal QP GEP DREM NSI • (… • Creating, centralising and managing statistical unit files • Accessing, for exclusive statistical purposes, individual information on cooperatives, collective or private persons, in particular credit institutions and other participants of economic activities, and on sole proprietors, collected within the framework of its mission by the whole general government or by private-law institutions having among their tasks the management of a public service • Accessing, compiling and managing files containing geographical data intended to support the production and dissemination of georeferenced statistical data …) DGRN GPEARI BdP SREA RNPC UMIC GEP DGPA DGEG « 7

8. Why the proposal SIIGE? Statistic motivations « Sources: Administrative sources and Surveys • The situation: • without establishment number • with the establishment number, but used only in entity • The identification number can change each year • The problem: • How to create, update and cease establishments without identification key ???? « 8

9. Why the proposal SIIGE? Other motivations « Portugal, in the last decade: • The public institutions, provided a simplify process and facilitate relations with citizens and enterprises • change some of the legislation • modernize their information systems • make services available on-line by the internet • The use of information technologies by the citizens has increased • The enterprises adapt their systems and invested many resources in information technologies « 9

10. Public Administration Statistical experience Landscape « « 10

11. Why the proposal SIIGE? « Statistics Portugal: • There over the years, INE-pt has repeatedly problems with the management of establishments • In the last two years, the problem became more evident with new surveys on establishments. • The growth of your experience with administrative data, and in electronic data exchange • The electronic interconnection with information systems our sources and other systems « 11

12. What is the proposed system architecture of SIIGE? « PHASE 1: unique identification number of the establishment (UIE) the definition for establishment: “An enterprise or part thereof (e.g. a workshop, factory, warehouse, office, mine or depot) situated in a geographically identified place. At or from this place economic activity is carried out for which ' save for certain exceptions ' one or more persons work (even if only part-time) for one and the same enterprise.” Regulation (CEE) nº 696/93 do Council « 12

13. What is the proposed system architecture of SIIGE? « PHASE 1: unique identification number of the establishment (UIE) • the number for establishment: • The number should be constructed by an automatic algorithm with 13 digits,derived from: • the tax number identification • postal identification number within address • Nace code main activity (four digits) • Very important: • When changes in one of these numbers, will result in a new number UIE • The award of this identification number to each establishment, all government agencies and businesses will be required to use it. « 13

14. What is the proposed system architecture of SIIGE? « PHASE 1: unique identification number of the establishment (UIE) the number for establishment – Other attributes: • the geographic coordinates • the address of an establishment should be standardized and • the address should be composed of multiple attributes: type of street, building, house number, postcode « 14

15. Enterprise A - TaxID: 123456789 - Establishment 1Address: Avenida dos Aliados 56 4000-066 PortoNace: 5610 (Restaurants)UIE: 6589000878456 O Porto Enterprise A - TaxID: 123456789 – Establishment 2Address: Rua Antero de Quental 56 4050-055 PortoNace: 5610 (Restaurants)UIE: 4256000456166 Enterprise A - TaxID: 123456789 – Establishment 4 Address: Avenida de Roma 66 1000-996 LisboaNace: 5511 (Hotels …)UIE: 4256000456166 Enterprise A - TaxID: 123456789 – Establishment 3Address: Rua Antero de Quental 56 4050-055 PortoNace: 5511 (Hotels…)UIE: 8546000456345 Enterprise C - TaxID: 987654321 - Establishment 1Address: Avenida da Liberdade 11 1269-042 LisboaNace: 5110 (Passenger Air Trasnport)UIE: 2424000333167 Lisbon Enterprise C - TaxID: 987654321 – Establishment 2Address: Rua Braancamp 56 1900-100 LisboaNace: 5511 (Hotels …)UIE: 2156000015168 What is the proposed system architecture of SIIGE? « PHASE 1: unique identification number of the establishment (UIE) Example « 15

16. What is the proposed system architecture of SIIGE? « PHASE 2: infrastructure for management of the establishments • SIIGE - Integrated Information System for the Management of Establishments (database) • The main goal of this system is to host and management establishments, and make available some tools/services to use and update the information about each establishments or group of the establishments • What information should be SIIGE contain? • The structure of the database will be represent: • all variables for the establishments identified in the Regulation (EC) 177/2008 of 20 February 2008 • all the variables identified by other government entities that deal with establishments « 16

17. What is the proposed system architecture of SIIGE? « PHASE 2: infrastructure for management of the establishments • SIIGE will be a network and are integrated with different systems • There are many entities are responsibilities for provide and management information about establishments • There are many systems needs to interact with the SIIGE • There are many stakeholders for information provided by the system • Given this, it is necessary that this system does not work alone, but in network and integrated with other information systems and platforms • The use of the web-services technology allows a good electronic articulation, in this case, for creation, update, provide the UIE, etc, for the establishments « 17

18. Request for creation and update establishment EnterprisePortal Other entities Back-Office Application INE-PT SIIGE Update NaceCode SINACE BusinessRegistersINE-PT Web Access (public) Ministry of Justice Ministry of Finance What is the proposed system architecture of SIIGE? « PHASE 2: infrastructure for management of the establishments the system « 18

19. What is the proposed system architecture of SIIGE? « PHASE 2: infrastructure for management of the establishments Main roles of the entities in management Ministry of Justice – Creates, update and inactivate the establishments on SIIGE requested by the enterprises Ministry of Finance – Creates, update the information and inactivate the establishments requested by individual entrepreneur Statistics Portugal – Update the information and inactivate establishments based on information collected in surveys Other entities (Municipalities, Ministry of Labour, Tourism, etc) – can proposed « 19

20. Weaknesses « • The identification of a single unique establishment is a difficult issue • The activity to constitute the initial frame is a very hard task to ensure quality information • The system is complex, because there are many entities involved and the integration of different systems and processes for electronic linkage • The technological requirements are demanding for a good mix of electronic processes and applications • Political will and legislative « 20

21. Interconnection with projects « • The project must be developed in liaison with other national projects and community, whose contributions are important: • EuroGroups Register – Unique and standardized system for leu identification REID – Registered Entity Identifier. It is must be applied to all units in all national registers in the BR and the REID structure conforms to ISO 6523 • EURADIN – European Address Infrastructure – “a Best Practice Network in order to promote the European Address harmonization regarding the definition, registration and access to the European Address Data” • Licenciamento zero - This new system will ensure that an electronic sign point most licenses. will be developed with the cooperation of municipalities « 21

22. Thank for your attention