case study; the information management planning process in yamato city, japan

The Relationship of Citizen’s Participatory The Relationship of Citizen’s Participatory Channels in the Real and Cyber Meetings Channels in the Real and Cyber Meetings

through the Planning Processthrough the Planning Process

Case study; the information management Case study; the information management planning process in Yamato city, Japanplanning process in Yamato city, Japan

Gyosuke Yamaguchi (Chigasaki City Government)Gyosuke Yamaguchi (Chigasaki City Government)

Takashi Kobayashi (Tokai University)Takashi Kobayashi (Tokai University)

Yasuo Hibata (Keio University)Yasuo Hibata (Keio University)

Index

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1. Background

2. Purpose

3. Research Method

4. Protocol analysis

5. Conclusion

1. Background

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Internet as a tool of public participation

<Advantage>•Expansion of citizen participation

<Disadvantage>•The more people participates, the more difficult they reach the conclusion.

• Difficulty of communicating participants’ emotions and thoughts

•To set the participant restricted channel

•To set the participatory channel in real space for anyone

2. Purpose

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To clarify how setting up the four participatory channels contributes to reaching consensus by analyzing the interrelationship among the channels.

Unrestricted Restricted

RealSpace

CyberSpace

Work Shop

Electronic conference system

Mailing List ofCitizen Committee

Citizen Committee

Participation

This research analyzes the minutes from the four channels from two viewpoints, applying for the protocol analysis which extracts the thought of speakers through their utterances.

(1) The speaker in communication

I analyzes from whom to whom an utterance is directed.

(2) The policy formulation process

This viewpoint focuses on the contents of utterances and clarifies what types of utterances are given within each channel and how these utterances interwork with other participatory channels.

3. Research Method

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4. Protocol analysis

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ItemName

DetailsPositioning in this

research

LargeLarge

SettingSettingAppearance of a leading Appearance of a leading rolerole Speaker(s)Speaker(s)

MinorMinor

SettingSettingSetting of the time and Setting of the time and placeplace

Participatory Participatory channel(s)channel(s)

TimeTime

AttemptAttempt Actions by a leading role Actions by a leading role to achieve the goalto achieve the goal

Policy formulation Policy formulation processprocess

ReactionReactionThe response from other The response from other participants to that participants to that attemptattempt

Recipient(s) of the Recipient(s) of the utteranceutterance

4.1 Case overview

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Information Management Plan, Yamato cityName of the plan

Participatorychannels

Planning Term

The number of execution

January / 2001 to March / 2002

The number of utterances

Contents

Citizen committee : 9 timesOff-line meeting : 6 times

Citizen committee : 136, Mailing list : 137Off-line meeting : 118, Dokocomi :47

•Master plan of the information policies - Providing the information infrastructure - Providing the software environment

ParticipationUnrestricted Restricted

Realspace

Cyberspace

Off-linemeeting

Dokocomi

Citizens’conference

Mailing list

The members of Citizen conference

Six citizens who were recruitedby public advertisement

4.2 Speakers in Communication

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Citizen A:○○○○○○○

Citizen B:○○○○○○○ ⇒citizen to citizen

⇒citizen to citizen

Citizen C:○○○○

Gov. administrator A:○○

Citizen D:○○○○○○○

Citizen E:○○○○○○○

⇒citizen to government

⇒government to citizen

⇒citizen to citizen

⇒ citizen to citizen

Utterances with continuity

Utterances with continuity


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： 11 - 20%<Legend>

： 0 - 10% ： 31 - 40% ： 41 - 50%

： 21 - 30%

31.3%

60.7%

49.2%

31.3%

47.9%

34.2%

38.5%

30.3%

14.8% 28.9%

50.0% 28.1%

： 51% -

GovernmentCitizen

Citizen

Citizen

Citizen

Citizen

Citizen

Citizen

Citizen

Participationunrestricted

Participation

restricted

Cyber space

Real spaceGovernment

Government

Government

Government

Government

Government

Government

<Before releasing the draft>


10/16

： 11 - 20%<Legend>

： 0 - 10% ： 31 - 40% ： 41 - 50%

： 21 - 30%

50.0%

15.8%

54.4%

22.7%

34.9%

47.5%

23.3%

28.8%

29.8% 23.7%

27.3% 51.2%

： 51% -

GovernmentCitizen

Citizen

Citizen

Citizen

Citizen

Citizen

Citizen

Citizen

Participationunrestricted

Participation restricted

Cyber space

Real spaceGovernment

Government

Government

Government

Government

Government

Government

<After releasing the draft>

4.3 Policy Formulation Process

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Problem finding and analysis

Policy issue setting and policy planning

Project issue setting and Project drafting

4.3.1 Policy formulation process in each participatory channel

Term

Policy formulation ProvidingInformatio

nOthers Total

Problem finding

and analysis

Policy issue setting/po

licy planning

Project issue setting / project

planning

Citizens’Conference

Before36 20 26 0 3 77

46.8% 26.0% 33.8% 0.0% 3.9% 100%

After1 19 21 0 19 59

1.7% 32.2% 35.6% 0.0% 32.2% 100%

ML

Before23 32 44 3 7 86

26.7% 37.2% 51.2% 3.5% 8.1% 100%

After0 2 19 20 10 51

0.0% 3.9% 37.3% 39.2% 19.6% 100%

Off-lineMeeting

Before23 20 23 0 0 61

37.7% 32.8% 37.7% 0.0% 0.0% 100%

After28 16 13 0 0 57

49.1% 28.1% 22.8% 0.0% 0.0% 100%

Dokocomi

Before5 5 7 6 1 19

26.3% 26.3% 36.8% 31.6% 5.3% 100%

After0 2 20 3 0 22

0.0% 9.1% 90.9% 13.6% 0.0% 100%

4.3 Policy Formulation Process4.3.2 Continuity of Discussions among the Participatory Channels

Large Category Minor Category

Promotion of the informatization

Improvement in IT environment

Human resource development

Partnership between citizens and the government

Providing information

Increasing participants to the electronic conference

system

Public Relations

Holding citizen seminars

Coordination with the real community

Improvement in the electronic conference

system

Community administrator

By types of cards

Registration of a cards

Community

Foundation of a citizen organization

Vision

Scope of management

Type of an organization

Constituent members

Establishment structure

Human-oriented planning

For execution of the plan

Provisional promotion system

4.3 Policy Formulation Process

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Dokocomi(Cyber)

RestrictedOff-linemeeting(Real)

Citizens’Conference

(Real)

ML(Cyber)

ParticipationUnrestricted

4.3.2 Continuity of Discussions among the Participatory Channels

< Legend >

: Releasing the draft

: Corresponding utterance exists

: Corresponding utterance doesn’t exist

4. Conclusion

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By setting a participatory channel with restricted participation also in cyber space, the representative citizens can have more discussion opportunities, hence more opportunities to form a consensus within the representative citizens

Dokocomi ML


Off-linemeeting

ParticipatoryUnrestricted

Participatoryrestricted

RealSpace

CyberSpace

(1)

4. Conclusion

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The validity of citizen discussion can be enhanced by having many citizens in channels with unrestricted participation in order to discuss the outcome of discussions made by representative citizens in the channels with restricted participation.

Dokocomi ML


Off-linemeeting

ParticipatoryUnrestricted

Participatoryrestricted

RealSpace

CyberSpace

(2)

Participation unrestricted Participation restrictedCyber space Real space Cyber space Real space

Problem findingand analysis

Policy issue settingand policy planning

Project issue setting and project planning
















Dokocomi Off-line meeting ML Citizens’ conference


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case study; the information management planning process in yamato city, japan

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