eRegistrations Brochure EN

7/30/2019 eRegistrations Brochure EN

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eRegistrations is an eGovernment system, designed to computerize simple or complexadministrative procedures. It can be easily adapted and congured to any administrativeprocess and may apply to procedures such as company registration, construction per-mits, foreign trade procedures or the transfer of a property title.

eRegistrations is suited both to operations involving only one administration (such asregistering at the business registry) and to simultaneous operations at multiple admi-nistrations (such as registering a company at the tax ofce, with the municipalcouncil, with social security, at the labour department and at the business registry). Itacts as a single electronic window.

It can be installed at the municipal, national or supra-national levels.

electronicsingle windows

for efcientadministrations

The eRegistrations system

UNITED NATIONS

UNCTAD


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The eRegistrations philosophy

The user at the centre of electronic governanceeRegistrations allows simultaneous requests to several

administrations, with a single form; documents needonly be uploaded once. It combines the procedures ofparticipating administrations and determines, accord-ing to each user's case, the data and the documentsthat are required. The multiplicity of administrationsinvolved is no longer a problem, the user has thefeeling of only dealing with one. The user database is the core of the system and thelink between the administrations. Requests are madefrom the database and administrative certicates arestored there once issued.

Interoperability with existing systemseRegistrations doesn't require any change in the inter-

nal processes of participating administrations, nor intheir computer systems. It doesn't need to access theirdatabases. It is not necessary that the administrationsbe interconnected nor that their processes be comput-erized.

Conversely, eRegistrations offers total access to its owndatabase, and the administrations can automaticallyextract the information they require.Interoperability isensured through the common access to the eRegis-trations database - which is the user database, wherethe administrations come to seek and store information.

Advanced security

Users' data are stored on high security servers, withprotected connections, in order to guarantee theirintegrity.

Users have total control over their private space in thedatabase, thanks to their access codes. They can openall or part of their information to third parties, throughan URL and a password that willgive access only tothe information they want to share .

Digitalized administrative documents that have beenplaced directly by the administrations, with electronic

signature, can't be modied by the user.

Congurability and adaptability

eRegistrations is a generic eGovernment system thatcan be applied to any administrative procedure, allconsisting, ultimately, in an exchange of informationbetween a user and one or various administrations. Acomplex procedure is no more than a combination ofsimple processes. The system is able to computerizeeach of the simple processes, and to organise theirco-operation.

eRegistrations can be installed at the city, national orsupra-national level. At all three levels, it can integratethe processes of multiple administrations. A possibleapplication at the supra-national level is the creation ofonline windows through whichsimultaneous requestscan be made in various countries (business registries,sanitary licences, business visas, export permits, etc.)


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REGISTERING IN THE SYSTEMThe user registers by providing a name, email address and password.

Once registered, the user has access to a private space in a secure database where all dataand documents are kept. The user can log in at any time to add or modify information andto create a request le.

The user receives by email a conrmation of the registration.

ONLINE REQUEST

An interactive guide helps determine what registers are mandatory and the correspondingcost and requirements, according to each user's situation.

The user selects the relevant registers, lls an online form and uploads scanned copies of

necessary documents. A document, even if required by several administrations, is uploadedonly once. The data requested by the various administrations is captured in a single form.

The user immediately receives a receipt mentioning the registers applied to, as well as thedata and the documents submitted.

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An ofcer at of one of the administrations involvedchecks that the documents sent are those required,that they are legible and that there is no inconsis-tency between the data and the documents.

In case of missing or inconsistent information, theofcer emails or phones the user to obtain themissing elements and complete the le.

If the review is successful, the user is emailed anappointment to come and collect the requestedadministrative certicates.

REVIEW

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How does eRegistrations work?

Each administration receives an email alert when arequest is ready for processing. It receives the correspond-ing data and documents by web service, in an xml le thatcan be loaded in its own computer system. It can also seeand download request les through its private, protectedinterface to the system.

Each administration processes the request as itusually does (whether the process is computerizedor manual), issues the requested certicate anduploads a digital copy to the eRegistrations system.

Through their account, users canfollow the progress of the request

in real time.

e R e

g i s t r

a t io n s d a t a b a

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U s e r a c c o u n t

ADMIN 1

e R e g i s t r

a t io n s ap p l i c a t i o n

CERTIFICATESDOCUMENTSPERSONAL

INFORMATION

ADMIN 2

ADMIN 3 ADMIN 4

ADMIN 5

ADMIN 6

The certicates issued by the administrationsare sent to a single collection window, so thatthe user doesnt have to go to different ofces.

Withdrawal is made against the presentationof the originals of some documents. At thesame time, digital copies of the certicatesare made available in the user's space in thedatabase. They will serve as originals forfuture requests made through the system.

The user can freely access information he hasstored in the system and digital copies ofadministrative certicates. Digital certicatescan be used for future requests but cant bealtered by the user. Those documents can onlybe modied by the issuing administrations.

When certicates are certied with anelectronic signature, it is not necessary topresent originals. Neither is it necessary forthe user to come collect physical certicateswhen these are dematerialized (number, QRcode or printable electronic document).

4 COLLECTION OFCERTIFICATES

PROCESSING


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Procedures must rst be documented and simpliedThe rst phase consists in documenting, in a detailed way, theprocedures which will be computerized: the steps, the administra-tions involved, the forms and documents required, the costs, theadministrative certicates that will be issued and the legal basis. Once claried, procedures can be simplied, by eliminating require-ments that are not relevant or legally justied. The data requestedby the various administrations are grouped in asingle online form.A solution is found so thatpayments are combined, at the cashierof one of the institutions, at a bank or online. Arrangements aremade for a single location where user will collect the certicates issued by the administrations involved in the procedure. Simplica-

tion is quicker if a physical single window is already in place, but thisis not indispensable.

UNCTAD can help countries clarify and simplify their administrativeprocedures, thanks to the eRegulations system (www.eregulations.org).

System congurationThe system is congured to take into account the quantity and theidentity ofadministrations involved, the data and the documentsrequested by each institution, the choice of the administration thatwill be in charge of reviewing requests (the reviewer can varyaccording to the certicates that are requested), the place where

certicates will be collected (also variable depending on therequests), the order in which administrations will process therequests (parallel or sequential), the text and the timing of alertmessages sent to users and to administrations, and statistics which will be generated (registered users, requests initiated,requests submitted, certicates issued, average processing time perinstitution, etc.).

A public interface is developed, i.e. a homepage and a few additionalpages (about us, contact, etc.) to present the site to the users. Thepublic interface is tailor-made for each city, country or regionalgrouping.

Testing and trainingTests are organized to ensure that the system adequately takes intoaccount the information and conditions requested by each adminis-tration, that cases of refusal are correctly listed and that alertmessages reach designated ofcers. The review module, theprocessing order, messages sent to users, the statistics and of theinternal les follow-up modules are also checked.

Tailor-made manuals are made available to each administrationand training is organised for their ofcers.

Testing is completed with the processing of a fewreal cases , inorder to ne-tune the system and to validate operators ability inlive conditions.

Implementation processDuration? Costs?

$ 50000

From two to six weeks onaverage, depending on

the complexity ofprocedures

2-6 weeks

USD 50'000 per certi-cate issued. For example,

if three certicates can berequested through the

system (business registry,tax registry and munici-pality), the cost will be

USD 150'000

$ 30000

From one to four monthson average, depending on

the complexity ofprocedures and on thecooperation granted by

participatingadministrations

1-4 months

Approximately USD30'000 per work month

$ 10000

From two to eight weekson average, depending on

the complexity ofprocedures and on thecooperation granted by

participatingadministrations

2-8 weeks

Approximately US 10'000per work week


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Minimum technical infrastructureAdministrations willing to offer their services through thesystem are not required to have computerized processes.The only requirement is to havecomputers and an inter-net connection.

A law on electronic signatures is not mandatory either.eRegistrations was conceived to make use ofelectronicsignatures in countries where it is regulated. In others,the system proposes a secured technique to certify digitaldocuments issued by the administrations.

The local counterpart has a choice between hosting thedatabase and the application on a local server or on adistant cloud server. Cloud servers are latest generationand high-speed, with expandable storage space, automa-tic back-up, secured (https), large band-width internetconnection and 24 hour service. Similar specications arerecommended for local servers.

MaintenanceeRegistrations comes with a bug-free warranty, anybug in the original version is repaired within 48 workinghours.

Evolution of the systemSource codes, in java script language, as well as theMongoDB database are made freely available to themunicipal, national or supra-national entity that adminis-ters the project.

Acomplete technical documentation is also provided, sothat local computer experts can easily make changes tothe system, e.g. modify the forms or the list of require-ments, or incorporate new administrative procedures

System administration, maintenance and evolution

ContactUNITED NATIONS CONFERENCE ON TRADE AND DEVELOPMENT UNCTADBusiness Facilitation ProgrammeDivision on Investment and Enterprise (DIAE)Palais des Nations, 1211 Geneva 10, Switzerland

Tel. +41 22 917 55 61Fax. +41 22 917 01 94

[email protected]

UNITED NATIONS

UNCTAD

eRegistrations Brochure EN

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