ICT in Tartu City Government

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  • Financial infosystem ASP solution for 60 book-keepers and Department of Finances National registers Residents register Building register Land register Business register X-road Special applications Social Welfare infosystem
  • ICT in Tartu City Government

    1. 2. ICT in Tartu City Government Jüri Mölder City Secretary
    2. 3. Agenda <ul><li>Short overview about local governments in Estonia </li></ul><ul><li>Infrastructure services </li></ul><ul><li>Financial IS </li></ul><ul><li>Geographic IS </li></ul><ul><li>Document management </li></ul><ul><li>Plans for future </li></ul>
    3. 4. Local Government in Estonia <ul><li>Estonia is territorially divided to counties, rural municipalities and cities : </li></ul><ul><li>15 counties </li></ul><ul><li>226 municipalities </li></ul><ul><ul><li>33 cities </li></ul></ul><ul><ul><li>193 rural municipalities </li></ul></ul><ul><li>Two thirds of local government units have less than 3000 inhabitants . </li></ul>
    4. 5. The functions of local government (1) <ul><li>Basic e ducation </li></ul><ul><li>Culture and sports </li></ul><ul><li>Health care </li></ul><ul><li>Social welfare services </li></ul><ul><li>Housing and utilities, the maintenance of infrastructure </li></ul><ul><li>Environmental protection and waste management </li></ul><ul><li>Spatial planning and construction activities </li></ul><ul><li>Maintenance of law and order, fire fighting and rescue services </li></ul><ul><li>Other functions </li></ul>
    5. 6. Tartu – City of Good Thoughts <ul><li>Estonia’s seco nd - largest city </li></ul><ul><li>Research and education centre </li></ul><ul><li>Important commercial centre </li></ul><ul><li>Increasingly popular tourist destination </li></ul><ul><li>Tartu first mentioned in written: 1030 </li></ul><ul><li>City rights: 1253 </li></ul><ul><li>Foundation of the University of Tartu: 1632 </li></ul><ul><li>Area: 38.8 km 2 </li></ul><ul><li>Population: 100 000 </li></ul>
    6. 7. Administration <ul><li>City Council </li></ul><ul><li>49 councillors </li></ul><ul><li>City Government </li></ul><ul><li>6 members ( the Mayor + 5 D eputies) </li></ul><ul><li>1 1 departments + the City Government Office </li></ul><ul><li>~ 30 0 employees </li></ul><ul><li>City Council </li></ul><ul><li>49 councillors </li></ul><ul><li>City Government </li></ul><ul><li>6 members ( the Mayor + 5 D eputies) </li></ul><ul><li>1 1 departments + the City Government Office </li></ul><ul><li>~ 30 0 employees </li></ul>
    7. 8. City Government organisation chart
    8. 9. City Secretary <ul><li>The highest unpolitical employee in City Government </li></ul><ul><li>Lawyer by profession </li></ul><ul><li>Main function is to control City Government acitivities and legal acts </li></ul><ul><li>Leader of City Government Office </li></ul>
    9. 10. City Government Office <ul><li>City Government Office is responsible for ensuring the smooth operation of the City Government and coordinating its administrative activities </li></ul><ul><li>8 different services: IT Service, Executive Service, Legal Service, Accounting Service, Internal Audit Service, Personnel Service, Foreign Project Coortination Service, Misdemeanour Proceedings Service </li></ul><ul><li>49 employees </li></ul>
    10. 11. <ul><li>13 workers </li></ul><ul><li>Head of service </li></ul><ul><li>Head specialists </li></ul><ul><li>Tech support </li></ul>IT Service
    11. 12. <ul><li>IS management </li></ul><ul><li>IS development </li></ul><ul><li>End-user support </li></ul><ul><li>Hardware/software acquisition </li></ul><ul><li>Network administration </li></ul>Tasks
    12. 13. <ul><li>350 computers in-house </li></ul><ul><li>4000 computers in total </li></ul><ul><li>30 physical servers </li></ul><ul><li>7 virtual servers </li></ul><ul><li>75 buildings connected (30 fibre optics endpoints, 40 ADSL links) </li></ul>Numbers
    13. 14. <ul><li>Windows XP (Win7 in 2012) </li></ul><ul><li>Suse Linux, Novell OES </li></ul><ul><li>PostgreSQL /MS SQL Server </li></ul><ul><li>FreeBSD/Apache/PHP/MySQL </li></ul><ul><li>Lotus Domino </li></ul><ul><li>Citrix XenServer </li></ul><ul><li>Novell Zenworks </li></ul>Tools and technologies
    14. 15. <ul><li>Groupware </li></ul><ul><li>Document management </li></ul><ul><li>Web services </li></ul><ul><li>Financial IS (MS Dynamics AX) </li></ul><ul><li>Geographic IS (Mapserver) </li></ul><ul><li>National registers, „x-road“ </li></ul><ul><li>Special applications </li></ul>Tools for officials
    15. 16. <ul><li>Public Information Act (2000) </li></ul><ul><ul><li>Information that hasn’t been classified as internal or personal must be available to citizens </li></ul></ul><ul><ul><li>Web page is the easiest way to make this information available </li></ul></ul><ul><li>Digital Signature Act (2000) </li></ul><ul><ul><li>Digital signature is equal to manual signature </li></ul></ul><ul><li>ID Documents Act (1999) </li></ul><ul><ul><li>ID card is mandatory starting age 15 </li></ul></ul><ul><ul><li>More than 900 000 cards issued </li></ul></ul>Legal basis
    16. 17. <ul><li>1996 – first web page of Tartu </li></ul><ul><ul><li>Information portal - bringing information to people </li></ul></ul><ul><li>1999 – Internet-accessible databases </li></ul><ul><ul><li>Information created by officials becomes automatically accessible on the Web </li></ul></ul><ul><ul><li>Getting feedback </li></ul></ul><ul><li>2003 – receiving digitally signed documents </li></ul>Evolution of webpages
    17. 18. <ul><li>Specific sub-pages </li></ul><ul><ul><li>Events in Tartu </li></ul></ul><ul><ul><li>Bus Information </li></ul></ul><ul><ul><li>Digital books </li></ul></ul><ul><ul><li>Mapserver </li></ul></ul><ul><li>Campaign pages </li></ul><ul><ul><li>City of Good Colours </li></ul></ul><ul><li>Festivals </li></ul><ul><ul><li>http://www.tartu.ee/nordicfestival/ </li></ul></ul><ul><ul><li>http://kirjandusfestival.tartu.ee/ </li></ul></ul>Development of web pages
    18. 19. <ul><li>Procedure guides </li></ul><ul><li>Downloadable forms </li></ul><ul><li>Electronic forms </li></ul><ul><ul><li>Unsigned </li></ul></ul><ul><ul><ul><li>Participation in campaigns </li></ul></ul></ul><ul><ul><ul><li>Questions & Answers </li></ul></ul></ul><ul><ul><li>Signed via the KIT portal (demo) </li></ul></ul><ul><li>Requests of information </li></ul><ul><li>Events newsletter </li></ul>E-services
    19. 20. Documents from KIT portal <ul><li>2003 - 71 </li></ul><ul><li>2004 - 104 </li></ul><ul><li>2005 - 245 </li></ul><ul><li>2006 - 582 </li></ul><ul><li>2007 - 1113 </li></ul><ul><li>2008 - 2101 </li></ul><ul><li>2009 - 2572 </li></ul><ul><li>2010 - 2551 </li></ul><ul><li>2011 - 929 </li></ul>
    20. 21. <ul><li>Geoweb (2005) </li></ul><ul><ul><li>Geo-archive (2011) </li></ul></ul><ul><li>Local (advertise) tax declarations 2006, 2011 </li></ul><ul><li>SPOKU (2008) </li></ul>G2B services
    21. 22. <ul><li>M-parking </li></ul><ul><li>M-ticket </li></ul><ul><li>M-payments </li></ul><ul><li>M-teacher </li></ul><ul><li>M-photo </li></ul><ul><li>M-library </li></ul><ul><li>M-lighting </li></ul>M-services
    22. 23. <ul><li>GoPro purchased 2001 </li></ul><ul><li>Upgraded to 4.1 in 2005 </li></ul><ul><li>Constant development using both in-house and outside resources </li></ul><ul><li>550 users - 300 + 250 </li></ul>Document management
    23. 24. <ul><li>Official's main tool </li></ul><ul><li>Users do work themselves </li></ul><ul><li>Activities are traceable </li></ul><ul><li>Info is entered once and published automatically </li></ul><ul><li>Public and non-public info are kept separate </li></ul><ul><li>Entries are considered as being digitally signed </li></ul>DMS – main ideas
    24. 25. <ul><li>Document registry </li></ul><ul><li>Document processing </li></ul><ul><li>Forwarding incoming documents </li></ul><ul><li>Creating new documents </li></ul><ul><li>Approval of draft documents </li></ul><ul><li>Short-term preserving of documents (until archived) </li></ul><ul><li>Document publishing </li></ul>DMS – GoPro case
    25. 26. <ul><li>Cases (2010) </li></ul><ul><ul><li>Correspondence (26 500 cases, 65 000 documents/year) </li></ul></ul><ul><ul><li>Parking fee (6000 cases/year) </li></ul></ul><ul><ul><li>Urban planning (30 cases/year) </li></ul></ul><ul><ul><li>International projects (180 cases/year) </li></ul></ul><ul><ul><li>Public procurements (150 cases/year) </li></ul></ul><ul><ul><li>design criteria for construction projects (300 cases/year) </li></ul></ul><ul><ul><li>Permissions (public events, deforestation etc.) (600 cases/year) </li></ul></ul>DMS – GoPro case
    26. 27. <ul><li>Document registry </li></ul><ul><li>Document processing </li></ul><ul><li>Forwarding incoming documents </li></ul><ul><li>Creating new documents </li></ul><ul><li>Approval of draft documents </li></ul><ul><li>Short-term preserving of documents (until archived) </li></ul><ul><li>Document publishing </li></ul>DMS – GoPro case
    27. 28. <ul><li>MS Axapta purchased 2000 </li></ul><ul><li>Upgraded twice, currently up-to-date </li></ul><ul><li>Installed as ASP service, brought in-house 2010 </li></ul><ul><li>60 concurrent users </li></ul><ul><li>Currently migrating historic data to euro </li></ul><ul><li>Integration with e-invoices </li></ul>Financial IS
    28. 29. <ul><li>First GIS database 1991 </li></ul><ul><li>First public mapserver 2002 </li></ul><ul><li>Unified address database </li></ul><ul><li>GeoWeb data exchange 2005 </li></ul><ul><li>Geo-archive 2011 </li></ul>Geographic IS
    29. 30. <ul><li>1989 first computers </li></ul><ul><li>1991 Information technology department </li></ul><ul><li>1991 first GIS solution, database solutions </li></ul><ul><li>1992 local area network </li></ul><ul><li>1993 database of legislative acts </li></ul><ul><li>1996 first web page of Tartu </li></ul><ul><li>1998 Domino installed </li></ul><ul><li>1999 Internet-accessible web databases </li></ul><ul><li>2001 Axapta installation (ASP) </li></ul><ul><li>2001 GoPro introduced </li></ul><ul><li>2001 PBX Centrex service </li></ul><ul><li>2002 GoPro in use (may) </li></ul><ul><li>2002 public mapserver </li></ul><ul><li>2003 Receiving digitally signed documents </li></ul><ul><li>2004 GoPro in subordinate offices </li></ul><ul><li>2005 GoPro upgrade to 4.1 </li></ul><ul><li>2007 First IP phones </li></ul><ul><li>2009 Axapta upgrade to version 2009, brought in-house </li></ul><ul><li>2011 PBX management to IT services </li></ul><ul><li>2011 Axapta euro migration </li></ul>Timeline
    30. 31. <ul><li>Moving to total integration of communication networks </li></ul><ul><li>Fiber optics to all subordinate offices </li></ul><ul><li>Continuing cost optimization through optimal balance between rental and in-house services </li></ul><ul><li>Unified reporting environment </li></ul><ul><li>No major platform shift </li></ul>Future development
    31. 32. Questions?
    32. 33. Information about Tartu <ul><li>www.visittartu.com </li></ul><ul><ul><li>Information available in 12 languages </li></ul></ul><ul><ul><li>Everything about accomodation, dining, entertainment, transport etc </li></ul></ul><ul><li>www.tartu.ee </li></ul><ul><ul><li>Information available in Estonian, Finnish, English, German, Russian </li></ul></ul>
    33. 34. Thank You! Mr Jüri Mölder City Secretary Tel. +372 736 12 03 E-mail: Juri. Molder @raad.tartu.ee www.tartu.ee

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