Vilna, 5 October 2006 ICPRD

Virtual public administration and Modernisation Plan

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Table of Contents /

01 Key aspects of the Modernisation Plan

02 Virtual Public Administration

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Table of Contents /

01 Key aspects of the Modernisation Plan

Project Context

Objectives and purpose

Strategic lines of action

Actions included in the Plan: Tasks and projects

Actions included in the Plan: Schedule

Management Model

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Key Aspects of the Plan

Project context One of the priority issues in this term that will lead to greater transparency and accessibility

involving all activities of the Chamber. The Congress requires the necessary means to bring it closer to citizens and to make it more dynamic.

Information and Communication Technologies can be used to Modernise Public Administrations. Internet and its different formulae open new possibilities that not only provide better information and management transparency but also improved accessibility to interact and perform parliamentary activities favouring the participation of citizens.

The Congress intends to become the most Advanced Example in the assimilation of new technologies and in the development of the Information Society. As the main representative body of the State, the Congress wishes to become the driving force behind improved management practices and the use of technology.

The Modernisation Plan originated as an initiative agreed by consensus between the Speaker's Office and The Bureau, managed by a Commission, where we must stress the agreement reached by the different Parliamentary Groups to define the basic guidelines. The objectives and strategic guidelines defined in the Modernisation Plan correspond to a global vision that the Congress has

established and that connect with current tendencies governing modernisation and democratic culture.

A leading initiativeA leading initiative

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Excellence in modernisation is obtained by transforming ideas into new services, processes and/or work methods with the support of Information and Communication Technologies: Electronic Government and Democracy.

Innovate

Enhance management efficiency and implement continuous improvement processes, modernising internal work methods, relationships and the way of doing politics.

Improve

Key Aspects of the Plan

Plan Objectives and Purposes In this context, the technological Modernisation Plan responds to the needs of the Parliament and is

the backbone required to introduce the concepts of innovation, improvement and transparency in the Congress

Open the Parliament to all citizens. Making parliamentary activities and the relationship with members of parliament more transparent and accessible. More active participation in politics.

NearnessImprove

Nearness

Assimilate technology

Transfer knowledge

InnovateParticipate

The Congress

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Key Aspects of the Plan

Plan Objectives and Purposes

Based on the initiatives that have emerged from the Modernisation Plan for the Congress, we have initially

considered a project based on four aspects that intend to cover the Chamber's needs concerning technological infrastructure, equipment, security, the development of information systems and the necessary training and support for users and

technicians, in order to guarantee that the objectives identified in the Modernisation Plan are achieved.

Place the Congress, within a period of two years, in a position of excellence within the public sector and the administration

Implement the overall modernisation of internal organisational aspects and work methods as well as the way the Chamber interacts with other Administrations, institutions and with citizens

Offer customised services for internal users (members, civil servants, staff from parliamentary groups, assistants).

Make the Parliament more transparent and accessible for citizens, providing information on its tasks and encouraging the active participation of citizens.

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Key Aspects of the Plan

Strategic lines of action

Project Support

Computer system, products and services

Micro-computer systems

Technical aid and computer maintenance

Consultancy services

Tasks and projects

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Key Aspects of the Plan

Strategic lines of action

Nearness to citizens Provide channels of communication between Members of Parliament and Parliamentary Groups and citizens. Ensure the transparency of the parliamentary institution and encourage nearness to citizens by providing

specific sources and channels of information.

Connectivity and mobility of Members of Parliament Provide Members of Parliament with the sufficient technological means to enable them to communicate directly and

permanently with their advisors, assistants and Parliamentary Group leaders and with the Chamber itself; making the most of the Chamber's information and management systems.

Paperless parliament Encourage the use of communications and of technology that enables the exchange of

information between the different agents of the Congress. Modernise work processes and resources in order to provide an overall computer system

adapted to all Chamber processes and, more specifically, to the management of parliamentary initiatives.

Enable remote processes with maximum security levels.

Development of a technological platform Dimensioning and implementation of a technological platform capable of supporting the

information and communication requirements of the users of the Chamber / Modernisation Plan.

1.1.2.2.

3.3.

4.4.

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Key Aspects of the Plan

Strategic lines of action

Communication actions Promote the institutional image of the Congress by providing information on institutional activities

and extending the contents and coverage of the Parliamentary Channel.

Managing knowledge Consolidation of the Congress information and document service offer by preparing an integrated, centralised

and accessible model of the said services. Enable the wide-ranging and flexible dissemination of documents and information through the different channels

provided by the different technologies.

Overall quality management Implementation of a management model aimed at guaranteeing the correct adaptation of

satisfaction levels concerning the service provided by the Chamber to users' expectations.

Support projects Guarantee the execution of the Modernisation Plan in line with the parameters defined

concerning compliance with quality standards, deadlines, budgets and objectives. Favour the correct use of services derived from the Modernisation Plan

5.5.

6.6.

7.7.

8.8.

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Key Aspects of the Plan

Actions included in the Plan: Tasks and projects

Upgrading of main computer equipment Provision of micro-computer systems Data Map / Oracle Migration Electronic mail management

1.1.Technological Platform

2.2.Security & electron. signatures

Law on Data Protection Internal Procedure Manual Suggestion box

3.3.Quality

Digitisation of the historical File Digitisation of the audio-visual File Knowledge Portal Electronic publications Tools to monitor current affairs Universal marking of documents

4.4.Managing Knowledge

Parliamentary Initiative Systems Electronic processing of administrative

processes Automated access control Service catalogue

5.5.Electronic processing

Members' Mobile Office Members' Portal

6.6.Mobility and connectivity

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Key Aspects of the Plan

Actions included in the Plan: Tasks – Management & Support Areas

1.1.Technical Office

Computer assistance service for Users Service support Maintenance and development of applications

4.4.Support & Maintenance

2.2.Communication Actions

3.3.Training

| Página 12(1) Initially used as electronic signature for mail; as procedures that require electronic processing are included as well as parliamentary initiatives, functionality levels will also increase.

Modernisation Plan Schedule

JUNE 2007 FEB 2008DEC 2007MARCH 2006

Members' Certificates deployed (1)

Members' mobile Office

ADMINISTRATIVE PROCESSINGFirst processes accessible Chamber staff

First processes accessible Members

PARLIAMENTARY INITIATIVES

First additional functions PDA

Procedure Manual (Electronic Processing)Regulations adapting to LOPD (Organic Law on Personal Data)

Technical Assistance for Maintenance and Training

DEC 2006

Service Catalogue available for Members and citizens

JUNE 2006

Technical Office, Change Management: Communications Plan and Training Plan

Computerised register

Action plan Tool

Suggestion boxes

WEBs

PORTALS

Chamber Deputies P GroupsSpecific

Management of Audiovisual Contents

Members Internal Citizens

Digitisation of Paper Archive (Restoration, Digitisation and Description)

Monitoring current affairsUniversal marking of documentsM

anag

ing

Kno

wle

dge

Selection/Deployment PDA

SEP 2006 MARCH 2007 SEP 2007

Argo migrated

Signature Platform Deployed

Begin Analysis Begin Development

Central System Implemented

Total certificates deployed

Consultancy services

Deployment (Certificates & Platform)

530 PCs

Central Systems Implemented

Provision of Micro-computer systemsMail

Migration of Oracle Applications Data Map 400 PDAs

Available Development Environment

Processing from portals

Knowledge Portal

Tech

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Secu

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Elec

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Sign

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Pr

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Mob

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Offi

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W

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Key Aspects of the Plan

Management Model: Technical Office

Project ManagementProject Co-ordinatorsQuality ConsultantTechnological ConsultantChange Management ConsultantAdministrative Staff

Project ManagementProject Co-ordinatorsQuality ConsultantTechnological ConsultantChange Management ConsultantAdministrative Staff

Chamber SupervisorsChamber Supervisors

Project Technical OfficeProject Technical Office

Ensure the global vision throughout the execution of the projects to guarantee their synchronisation, provide an integrated vision and take advantage of synergies generated.

Monitor and follow-up project milestones Risk Management

Resource planning and management. Prepare budgets and control costs. Negotiate with suppliers.

Ensure that the solution implemented corresponds to the scope formally approved throughout the project, updating and revising the Project Plan.

Control that expectations and contractual conditions are fulfilled.

Provide and ensure the correct application of the methodology established in the project.

Ensure that the results fully comply with quality expectations required by the Congress.

Head the Project Change Management Process.

Design internal and external communication processes.

Objectives

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Key Aspects of the Plan

Management Model: Control and monitoring mechanisms Project management and supervision will be performed by establishing three Committees with

different responsibilities:

Management of the Temporary Union of

Companies

Project Director Technical Director

Technical DirectorCo-ordinators

Project Supervisors

• Strategic follow-up concerning the execution of the project

• Monthly follow-up and Project Control

• Fortnightly follow-up of the progress of projects being implemented

Executive Committee of the BureauManagement Committee

Sec. Gen & Deputy Sec. Gen.Plan Co-ordinatorComputer Centre Co-ordinator

Plan Co-ordinatorComputer Centre Co-ordinator

Follow-up Commission

Follow-up Commission

Management Committee

Management Committee

Follow-up CommitteeFollow-up Committee

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Budget

20062006

20072007

9.497.311 €9.497.311 €

5.574.802 €5.574.802 €

TOTALTOTAL 15.072.113 €15.072.113 €

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Table of Contents /

02 Virtual Public Administration

Electronic Signature Solution

Parliamentary Initiatives: Electronic register

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Virtual Public Administration

Electronic Signatures The solution to cover the Chamber's needs concerning Certification and Electronic Signature

technology includes four clearly different systems:

Deployment of certificates and cryptographic cards for 1,200 users, including integration with the CERES-FNMT Provider registration and issuing services.

Management of electronic signatures on all corporate applications in accordance with current regulations, by implementing a corporate electronic signature system.

Management of pending electronic signatures by Members and other users through a single web interface, by developing an electronic signature server.

Time awareness of administrative processes that require such a measure, such as, for example, the processing of parliamentary initiatives by the deployment of a Time Stamping Authority (TSA).

Interoperability with different Certification Service Providers (including the future electronic Id. Card) affecting the relationship of the Chamber with third parties (citizens, companies, agencies and institutions....) by the deployment of a Validation Authority (VA).

Advanced Advanced Identification & Identification &

Signature Signature Service Service PlatformPlatform

Validation Authority

Time Stamping Authority

Certification Infrastructure

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Virtual Public Administration

Parliamentary Initiatives: Electronic Register

Local access

Intranet,

internet &

mobile office

access

Access from

Internet

Administrator

Management

Staff

Citizens

Members

Security: signature, non-repudiation, confidentiality, access register

Mul

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ess

Acc

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cont

rol b

ased

on

prof

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User, group, privilege and

signature register

Document & Multimedia

Electronic Register

Parliamentary Initiatives

Processing Parliamentary Initiatives

Loading Initiative Documents

Managing sessions and participation

Managing the Bureau, Board of Spokespersons, Committees...

Managing the document Register

Electronic Statistics, Alerts, Notifications (email and sms) etc..

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Virtual Public Administration

Parliamentary Initiatives: Proposed tasks

DEC 2007DEC 2006SEP 2006 MARCH 2007JUNE 2006

JUL’06-OCT’06: Definition of the solution: A number of work groups have been organised comprising representatives from the Parliamentary Groups (members, assistants, advisors), from the Secretary General's Office of the Congress and from the Temporary Union of Companies in order to define basic requirements, establish the priority of actions and prepare a Work Plan.

JUN 07: Integration with Digital Contents: On-line availability of recordings of the different parliamentary sessions and documents from the archive.

JUN 07: Bureau: Implementation of the tool that will enable the "paperless" management of the Parliamentary Committee: preparations, distribution and consultation of documents, on-line classification of red index initiatives, electronic signing of documents (approval of minutes....)

JUN 07: Integration with Web sites/portals: Chamber's public site, personal sites for members of parliament

MAR’07: Computerised Register: Implementation of the Chamber's General Computerised Register that will enable the presentation, in electronic format, of parliamentary initiatives including electronic signatures, in co-existence with the present Manual Register.

OCT’06 to MAR’07: Prior to the Computerised Register: Adaptation of Chamber regulations concerning computerised registers, development and construction of the system, training and change control, development tests and pilot test in an operational environment.

OCT’07: Integration and electronic access to the government's response to certain parliamentary initiatives

JUNE 2007 SEP 2007

Portals/ Web Sites

Defining the Solution

Construction Computerised Register

Bureau

Integration Digital Contents

Official Publications

Government Responses

Other Functions

OCT’07: Integration with official publications (bulletins and proceedings of parliament): Automatic distribution of documents on parliamentary initiatives to the Department of Official Publications.

SEPT’07-DIC’07: Other Functions: Simultaneously to other actions and in line with the priority plan to be established, electronic signature processes will be extended to the different processes that currently exist (Commissions, Spokespersons Committee)

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