System of document ’ s flow at Municipal Office in Gliwice

1. System of document’s flow at Municipal Office in Gliwice Marta Jasińska Krzysztof Zbrożek

2. Municipal Office in Gliwice, habitat of the Municipal Council

3. Customers Service Centre

4. What are the customers expectations? • Quick and efficient services • Professional and qualified personnel

5. 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.

6. Some time ago: letters, documents and briefcases … lot of papers paralizing work

7. … the way of the information exchange within the Municipal Office

8. 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 employeespends 30-60 minutes on searchingcontacts and information to solve his problems • 88% of intellectual potential can be found at employee’s heads

11. 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 Gliwice E-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.

12. 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.

13. ISZG structure

14. 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.

22. After hours…