eGovernment  eGovernment and its employees and individual bodies within government
Fast and efficient cooperation between the state and
its employees
So that government may be more efficient in its dealings
with citizens, its employees must have quick and easy access
to all data required. Only in this way can services be carried
out quickly and efficiently. To this end we have introduced
into government operations a reliable internal communication
method – intranet. The intranet combines:
Information support helps
draft positions and baselines in procedures for the adoption
of legislative proposals and other European Union documents.
The position is a document describing the position
of a member state regarding an EU document, and its content
should include positions on various areas affected by
the EU document.
The baseline is a document intended for ministers/Slovenian
representatives describing an initial position regarding
a proposed EU agenda. It should include positions on
individual EU documents on the proposed EU agenda as
well as general information.
Who can benefit from EU documents
The solution is dedicated
to all government users in:
- EU member states participating
in EU legislative procedures
- candidate states
in the phase of negotiations that have already started
monitoring EU legislation.
What EU documents brings
to your work environment
The EU documents solution helps
establish a unified work
environment based on the latest information technologies
for efficient monitoring of EU legislative procedures.
The documents produced are the basis for negotiation
materials for Slovenian representatives in the EU.
EU documents enable centralized monitoring of all
procedures and ensure transparency in procedures of the
adoption
of official documents.
EU documents advantages
- Rapid and easy publication of documents that
arrive from the EU and Slovenian positions drafted
in the preparation process, since all EU documents
are automatically drawn from the EU system (based on
the received message envelope).
- A centralized system which enables joint action
and interaction of expert knowledge from individual
ministries in the position preparation process. Ministries
have the option of influencing the position preparation
process at various stages of the procedure.
- Monitoring of open procedures – Individual participants
in the position preparation process (ministries) can
see how open many procedures they have and inspect
the state of individual positions/baselines. Different
activities are thus introduced at various stages of
the procedure, enabling the notification of system
users on the state of individual position/baseline.
- Direct access of Slovenian representatives to
the EU provides these users with online access to various
positions and other documents that they are to present
to the EU. Reports on sessions are usually entered
into the system after the sessions and include feedback
information on the document proposal as well as possible
amendments to the official position.
Features of EU documents
The solution was implemented in Slovenia about a month
before entering the EU on May 1st 2004.
- The solution was commissioned by the General Secretariat
of the Government and implemented according to their
requirements.
- Updates of the solution are affected by the changes
in related legislation (Rules of procedure of the
Government, Act on Cooperation between the National
Assembly and
the Government in EU Affairs).
- EU member states receive about 150 documents
each day from the EU in standard formats (about
1GB each
month),
so the need for archiving is urgent even at the
stage of entering the documents into the system
in order
to ensure robust and optimal performance.
Implementation of EU documents
Solution deployment includes the installation of modules
and setting-up of basic rights for different user
roles:
- EU editors are in charge of document processing
and publication, and of opening and closing individual
procedures.
- The EU office is a group of ministry users
in charge of monitoring system activities. They are
notified
by an electronic
message of the opening of each individual procedure.
After receiving this notification they start
with
the preparation of the required document (position/baseline).
One group is established for each ministry/government
office.
- An EU management group is also established
for each ministry/government office individually.
This
group
is in charge of approving or rejecting all
documents provided
in the working set, prepared by their ministry.
All groups can be granted/denied rights
to access all documents with the given security
level.
Good organisation
of work is essential for the efficient implementation of the system. User
training is important as well,
so each of the named groups shall receive a 5-day introductory
course on the basic functions of the system. Modules of EU documents
The EU documents solution is composed of procedural
modules providing the following functionality:
- Inbox: module for the acquisition of EU documents,
as well as all Slovenian documents. This module enables
the submission of documents to procedures and the
rejection of documents. The module is used only
by the administrative
staff (EU editors), in charge of system-wide document
publication.
- EU document collection: this module is
used for publication of all cases and documents
within EU
procedures.
- EU document collection for ministries and
workgroups: this module provides support for the work of
ministries and workgroups, which are composed
of representatives
of ministries and government offices.
In addition to the main modules, the system
also includes several support modules: lookup
tables,
parameters
and event logs.
Minimal
technical requirements
- Domino server/Lotus Notes client,
- IMiS Arc server/IMiS View client,
- Adobe Acrobat Reader and MS Word Viewer
for viewing and printing of documents
(both free downloads).
The implementation of EU documents solution on the
Louts Notes/Domino platform enabled efficient use of
the primary
functions of this environment, especially the electronic
messaging function and the possibility to safely include
a large number of different users into the system.
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