eMunicipality 2012 - local digital agenda

Ellen Karin Larsen, KS

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About KS - NALRA

• National municipal member organzation• 430 municipalities• 19 counties • approx. 500 public enterprises• approx. 250 employees (150 at the head

office in Oslo and 100 in regional offices)

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eGoverment group

This is KS’s eGovernment-group, our boss,3 consultants, 1 journalist and 1 project employee

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Main activities

• Collaboration with central government on policy development and also on concrete development projects.

• Preparation of eGovernment policy documents for local and regional authorities

• Developing standards and specifications for ICT-systems– allow for integration and seamless transfer of information

between citizens/businesses, local/regional authorities and central government

• An eGovernment-forum for local and regional authorities • eCapacitybuilding for CEO’s has also been an key issue for

the group (CEMSDI)

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” Norwegian municipalities and counties

will be among the best in the worldon digital services and e-government”

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Focus areas in eMunicipality 20121. Local democracy and

participation in information society

2. Online services3. ICT in healthcare4. NAV reform and ICT5. ICT in basic education6. Geographic information7. E-commerce8. Electronic filing and

processing

9. Information security10. ICT architecture11. Open standards12. Integration of ICT systems13. Open software14. Green ICT15. Broadband16. Intermunicipal ICT

cooperation17. Strategic ICT leadership18. Capability planning

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High ambitions!

• A total of 46 goals for municipalities and counties

• A total of 42 measures that KS aims to implement

• In addition, own goals and measures for:School: 11 goals and 13 measuresHealth: 7 goals and 14 measures

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Local democracy and participation in information society Status• Few municipalities have

established "modern" channels of dialogue with citizens (blog, wiki, chat, sms, etc..)

• Some municipalities have introduced lap top’s to the members of the municipal council’s

• Electronic elections still on test

• 20% of municipalities are using social media

• According to norge.no quality reviews, the municipalities have improved significantly in recent years

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2007 2008 2009

5 eller 6 stjerner

1 stjerne

17 17 1554 119 2

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”Local democracy”

Challenges• How to use technology to strengthen local

democracy?• How to engage young voters?• How to get the elderly to use electronic

services?• Access for disabled

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”Internet Services”

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”Why Internet Services”?

• Streamline internal processes• Automation of processes• Improve quality• Shorten the processing

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”What do citizen’s expect”

• Information about the municipality's organization, activities and services 24 / 7

• Dialogue with elected representatives and municipal management on the web

• Submitting applications online• Access to local procedures (transparency)• Access to public data, e.g registry data and

map data• Interaction between public institutions

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• Inclusion and participation for all in information society

• Information and services 24 / 7• Electronic interaction between government

agencies• Efficiency of administration and service• Increased service quality• Information Security and Privacy

”What do the government expect”

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Government strategies and action plans

• Report no. 30 (2002-2003) Digital Norway• eNorway 2009 (2005)• Report no. 17 (2006-2007) An information

society for all• Knowledge-enhancement(2006) education• Interaction 2.0 (2008) National strategy for

electronic cooperation in the health care sector• Report no. 31 (2007-2008) Quality in Education

Report no. 36 (2008-2009) Electronic commerce

Government strategies are not always consistentPriority issues

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Laws and regulations

• Public Administration• Freedom of Information• Archives• Privacy• Health Legislation• Partition Act (proberty)• Planning and Building• Curricula (ICT as a 5th skill)

Laws and regulations are complex and not always consistent?

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How to realise the benefits?

• Less than half of the efficiency potential is realized in the public sector (Report: ICT in practice Rambøll Management)

• A survey from England shows that receipt of public inquiries face-to-face cost NOK 175,- while communication over the Internet cost NOK 3,-!

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Online Services

• Process- and cost / benefit analysis in Norwegian municipalities shows that online services can be very profitable.

• ExampleReceiving and processing applications for serving alcohol (hourly cost NOK 400, -):- Cost manual processing NOK 580, -- Cost online processing NOK 40, -

• Processing time is reduced from 14 to 2 days!• Increased status for the municipality!

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• introduction of new technology

• changes in organization• changes in old working

processes

This may require

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Different service levels

One-way interaction(Downloadable forms)

Information

Two-wayInteraction (Electronic forms )

Transaction(Full electronic case

handling)

Personification (Proactive, automated )

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Challenges to reach level 4

Collaboration with other agencies

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New tool for collaboration:”A new child eDialogue” – conceptTax directorate – collaboration project

PregnancyBirth and

Name selection The child into

society

Første gangsnavnevalg

Fødsels-attest

Possible New children's

services in the dialogue:

Helsekort gravid

Svangerskapspenger

Foreldre-penger

Helse-kort barn

Søknad om

barnehageplass

Søknad om

kontant-støtte

BarnetrygdFarskaps-melding

Melding om

fødsel

Vaksinasjonsregist

er SYSVAK

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Birth case study - (Focus: Healthcare and National Register) Før fødsel:

•Graviditet konstateres

•”Helsekort” utstedes og følger den gravide gjennom svangerskapet

•Fastlege / helsestasjon sender søknad om fødested

•Fastlege / helsestasjon gjør jevnlige svangerskapskontroller

•Fastlege / helsestasjon kan ha dialog med sykehus ved spesielle behov

•Dersom den gravide har en yrkessituasjon som er skadelig for fosteret vil fastlege / helsestasjon vurdere behovet for endret arbeidssituasjon eller permisjon med svangerskapspenger (i samråd med arbeidsgiver). Skjema sendes NAV.

Etter fødsel:

•Hjemmebesøk fra helsestasjon innen 2 uker.

•6 kontroller på helsestasjon første leveår (barnet har egen journal (basert på lokale løsninger)

•Rapportere til nasjonalt vaksinasjonsregister

KommunehelsetjenestenFastlege / Helsestasjon / Jordmor Helseforetak (sykehus)

Søknad om fødested

< papir >

Før fødsel:

•Den gravide tildeles fødested (brev til gravid/fastlege/helsestasjon)

•Svangerskapskontroll med ultralyd i 18.uke.

•Eventuelle andre prøver (f. eks. fostervannsprøve) avtales

•Kontakt med fastlege/helsestasjon ved spesielle behov

Etter fødsel:

•Ved fødsel journalføres ”Helsekortet” fra svangerskapet

•Fødselsrapport sendes til helsestasjon

•Fødselsmelding sendes Medisinsk fødselsregister og Det sentrale folkeregister (DSF)

•Diverse interne prosesser sykehus (avhengig av fødselsnummer)

Fødsels-rapport

< papir >

Norsk helsenett

Elektronisk fødselsmelding DSF

Det sentrale folkeregister (DSF)

FNR melding (XML)

Fødsels-melding < papir >

Farskapsmelding (hvis far ikke gift med mor)

Attesteres av mor og offentlig person < papir >

ASP / Formidlingssentral for sykehusene (eiet av de regionale helseforetakene)

Melding om navnevalg

(Forutsetter FNR)

< papir >

Melding (XML)

Kvittering tilbake (XML)

Medisinsk fødsels-register (MFR)

•Tar imot fødselsmelding fra Norsk helsenett (elektronisk) eller i papirform fra sykehus/helseforetak.

•Utsteder fødselsnummer og sender tilbake til norsk helsenett (elektronisk) eller i papirform til sykehus/helseforetak.

•Tar imot navnevalgsskjema (papir) og registrerer navn på barnet.

•Utsteder fødselsattest og sender til foreldre (papir)

Fødselsattest

< papir >

Fødsels-nummer < papir >

Elektronisk fødselsmelding MFR

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Søknad om svanger-skapspenger

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Helsekort

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Helsejournal for barnet

< lokal elektronisk løsning>

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Investments and return

One-way interaction(Downloadable forms)

Information

Two-wayInteraction (Electronic forms )

Transaction(Full electronic case

handling)

Personification (Proaktivt, automatisert)

Kr

Return - Economic- Society

Investments

• Still many municipalities without a electronic patient record (EPR) system.– This is a prerequisite for electronic collaboration.– Most municipalities with more than 10 000 inhabitants

have an EPR system (digital divide)

ICT in health

Use of electronic patient record system (2010):

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ICT in schools

Status• 3.4 students per. PC in primary school, but

large differences between municipalities and schools

• 2.0 students per. PC in high school• Local ICT initiatives are often random • Digital tools are used too rarely in the

subjects• Limited access to digital learning resources• ICT skills among teachers are limited

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Utfordring : Raske endringer

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What is Digital Literacy?

"Digital literacy is the skills, knowledge, creativity and attitude that everyone needs to be able to use digital media for learning and mastery of the knowledge society."

Definition: Norwegian Institute for Technology in Education

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Challenges

Digital divides ICT included in

school development Digital manners and

netiquette

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Utilizing digital tools in the subjects Better access to digital learning

resources Digital assessment more

incorporated Documenting learning benefits Strengthening ICT in teacher

education

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Program for digital competence 2004-2008• Focus on infrastructure

The knowledge-enhancement:• Using digital tools is a basic skill

that will be incorporated into all curricula

St. meld. nr. 31 (2007-2008) Quality in Education :• Information technology must

have a place in schools that reflects the central social importance of ICT

Government strategies and plans– in progress

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Focus on:

• Management• Skills development • Digital learning

resources • Digital evaluation

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The municipality is responsible for the privacy and information security

This is about all areas of municipal activity

But particularly important within• Health and social care services• Social Services

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Challenges

Lacks foundation and expertise in local government• Management little / not involved• Includes more than just the area of ICT• Information security is not a one-off project• Security Manager do not use enough time

Inter-municipal ICT cooperation• Expertise in information security away from the

municipalities• Municipalities "outsources" the responsibility

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ICT Architecture• ICT architecture will help to describe the

relationship between the strategic objectives and the technological needs

In Norway• FAOS• FAKS

– with the 10 largest

municipalities

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Basic components

StrategyStandards

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Architecture Principles •Service Orientation•Interoperability•Availability•Safety•Openness•Flexibility•Scalability

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Open standards

• Shall prevent municipalities locked to a software vendor or a product

• Promotes cooperation in the public sector

• Requirement specifications in the future should include requirements for suppliers to support open standards

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www.standard.difi.noAgency for Public Management and eGovernment

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Integration of ICT systems

• In different ways• Tailor-made• Based on standards

• Expensive• Demanding Expertise• Required for transmission of

data between different systems

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Open software

• Gartner Group says that 80% of all software developed in 2012 will have elements of free software

• Interest group for free software established• National Centre for Free Software

established (KS owns 20%)

www.friprog.no

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Broadband

– But the ”band” is not always very ”broad”– Rural areas a challenge

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Intermunicipal ICT cooperationMunicipalities under pressure• Increased demands for services• Expectations of a higher quality of ICT services• New applications• Digitalization of business processes and user dialogue to improve

quality and efficiency• Expectations of increased efficiency • ICT more "business critical”• Faster technological development

Intermunicipal ICT cooperation a smart strategy to meet new requirements - in particular for small municipalities

Important: Municipalities must have strategic ICT competence, procurement expertise and knowledge of the realization in their own organization

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GOAL: In the course of 2009 Chief Executive Officers in local and regional authorities should have acquired sufficient competense to lead ICT strategy development and realise the benefits of ICT investments

GOAL: In the course of 2009 Chief Executive Officers in local and regional authorities should have acquired sufficient competense to lead ICT strategy development and realise the benefits of ICT investments

Strategic ICT management:

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Chief Executive Officers (CEO) look at their own ICT skills as a significant barrier to effective planning and utilization of ICT

National survey 2007:

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Chief Executive Officers have to understand that benefits can only be realised through changes in organisation and work processes

Organisation

TechnologyProcesses

80%

20%

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NALRA’s initiatives:

• NALRA will provide courses in strategic ICT management and benefit realisation for CEO’s in municipalities and regional authorities

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Result: A training course for CEO’s which include the following objectives:

• create basic understanding of challenges faced by municipalities in the information society

• prepare a strategic ICT plan, based on "eMunicipality 2012 - local digital agenda" (including methodologies and tools)

• realise the benefits of ICT through organisational changes as well as changes in working methods (change management)

Elements in a strategy process

1. Creating the project organization

2. Status analysis (where are we?) and opportunity analysis (where do we want to be?)

3. Goals and measures (for each priority area)

4. Cost-benefit assessment related to the goals

5. Assessment of the collaboration solution (can we do this better and cheaper together)

6. Action Plan

7. Summary for budget

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Capability Planning

• The staff's ICT skills are essential for effective management and service

• Management's ICT skills are related to the impact of ICT as a strategic tool, and they have to understand the importence of Capability Planning

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Examples of competency assessment of health care

personnel in a large municipality

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Copy documents

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Main challenges ahead? • Coordination of ICT solutions in the

municipal sector and between government agencies and municipalities

• Standardization and development of common tools and specifications in the municipal sector

• Integration of screen dialogue solutions, workflow / archive systems and technical systems

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…more challenges

• Increased national and inter-municipal cooperation• Development of common solutions and common

components such as eID, eSignature, Portals• Information Security and Privacy• Increased use of free software• Linking ICT to the realization of benefits,

organizational development and change management

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More information: KS IKT-forumwww.ksikt-forum.no