TOWARDS A TOWARDS A PAPERLESS PAPERLESS

ADMINISTRATIONADMINISTRATION

Ministry of Finance and Public AdministrationSPAIN

CONTENT:

1. Context of the initiative: the Public Administration and eGovernment in Spain

2. The initiative “Towards a paperless administration”

BackgroundObjectivesImplementationResults

3. Key points of the initiative

1. Context of the initiative: 1. Context of the initiative: the Public Administrations the Public Administrations and eGovernment and eGovernment in Spainin Spain

Public Administration in Spain: The context Public Administration in Spain: The context

13 Departments 138 Autonomous Agencies The Department of Financesand Public Administrations is the one with the responsibility of the technological modernization in the State

State Autonomous Communities(Regional level)

Local Entities

8.116 municipalities 41 County councils 10 Chapters and Councils (islands)

17 Autonomous Communities (Regions)

2 Autonomous cities

Some competencies are specific of each authority others are shared.

COMPLEXITY AND COOPERATION

eGov inSpain: The cooperation eGov inSpain: The cooperation

*> 200 expertsWith different profiles(IT, legal, archives, ...)

Universities (CRUE)

+

State State Region Local + +

Looking for:

• National policies• Commons rules and

standards• Agreements........

eGov inSpain: Some words about useGov inSpain: Some words about us

The General Directorate of Administrative Modernization, Procedures and for the Promotion of eGovernment

Going beyond of cooperation....

Keys to successKeys to success

2. The initiative: 2. The initiative: Towards a paperless Towards a paperless administration administration

BackgroundBackground

• The administrative complexity of Spain with 3 tiers of administration difficults citizens to interact with Administration — there are over 20,000 public offices of various public authorities.

• Citizens may not know to which public office should address to demand a public service, as they don’t know the distribution of competences among the three levels of Administration.

• Law 11/2007 (Law on eGovernment): Spanish citizens have the legal right to present any application to the Public Administration using electronic means.

•In 2010 most of the Central Administration Public Bodies (Ministries, Agencies…) had developed their own electronic office and electronic registry

Public bodies with less resources had difficulties to implement the mandates of the Law.

Registry Office

Registry Office

Competent Authority

Competent Authority

Typical citizen-Administration interaction

Competent Authority

Competent Authority

Registry Office

Registry Office

Citizen

Registry Office

Registry Office

Objectives

Reduce the time spent by a citizen when accessing a public service

Keep tracking of the application forms

Advance in paperless procedures: GREEN GOVERNMENT

Cost saving for the Administration

EFFICIENCY USER SATISFACTION

SolutionsSolutions

• The DGMAPIAE developed solutions for the less developed organizations to implement their electronic office and their electronic registry: ACCEDA and REC

•Additionally, in many cases public offices in small cities had an IT development delay (“digital divide”), what difficults electronic submissions of application forms to other administrations.

• ORVE was born as the solution for the face-to-face Administration offices with low IT resources.

Innovative suite of platforms developed to achieve a “paperless Administration” : ACCEDA / SIR / ORVE

SolutionsSolutions

ORVE allows the scanning of the application form submitted by the citizen at the registration offices, and sent it electronically to the target, instantly, whatever their geographical location or level of competent administration. The paper documentation is returned to the citizen and not stored.

ACCEDA allows citizen to submit their application forms electronically as it implements public services by Internet.

ACCEDA and the Virtual Registry Office (ORVE) are cloud-based solutions to implement a paperless office.

SIR is the infrastructure platform that interconnects the public registries of all the levels of Administration.

Acknolwledgment of Receipt

ImplementationImplementation

Day: 1

Origin Registry Office integrated in SIR

Destity ManagementOffice

Origin Registry Office

Destiny Management Office

TRADITIONAL REGISTER OFFICE

REGISTER OFFICE INTEGRATED IN SIR

Electronic report in SICRES 3.0

Destiny Registry Office

Destiny Registration Officeintegrated in SIR

seconds

Day: 2Day: 3

Processing Administrative

Dossier

Status of submission?

Status of Submission?

Tracking Report•Status A•Status B

Tracking information consutation

Day: 15Day: 16 Processing Administrative

Dossier

Destiny receipt

Day: 30Destiny

Received

Destiny contacs search

Destinty Contact available by ORVE

Submitted

15

destination office

DIR 3

Implementation: architectureImplementation: architecture

Implementation: Legal issuesImplementation: Legal issues

A complete legal framework for each task: 

‐Digitization and Authentic Copy Technical norm.‐Electronic Signature Technical norm ‐Interconnection of Registers Technical Norm (SICRES3): standard language that assures interoperability among different solutions‐ SARA Network Technical Norm‐ Electronic Common Register Regulation‐Platform of Interconnection of Records, adapted to SICRES 3. 

Technological developments: 

‐Register Interconnection Platform, SICRES 3 compliance‐Units and Offices Common Directory

Colaboration Agreements between administrations

ResultsResults

18

Final destination of application forms

20.000 Administration's face-to-face offices

60%

40%

Preliminary Studies

Standard shipment costs 3.5€ , according to postal official rates.

19

Preliminary Studies

•Documents accompanying each application form

20

Preliminary Studies Results

90% of the documentation submitted in a register does not exceed 5 pages.

With a scanner-type low / medium, the scanning time is no more than 25 seconds, so citizen service time reduces

The optimistic forecast assumes that 80% of registers exchanged respond to desirable scenario

Real Data

21

Total amount of Integrated offices

622

Register Offices according to the level of Administration

Local level 284

Regional Level

Central Level 44

54

Postal Service 240

Real Data

Current users in ORVE

• Central Government• 2 Regions • 400 Municipalities

Potential Users

6 Regions 4700 Municipalities

Soon in ORVE

• 60% Spanish population

Real Data

Valuation Parameters

Scan Rate  94%

Registration entry average size 1,91MB

Scanned sheets average number 12 u.

Shipping averagecost * 4,06 €

*Official fares.

Cost Savings  ExamplesCommunity of Madrid Direct Savings (7.300.000 inhabitants) 27.052,08 €

Madrid Town Council Direct Savings (3.293.601 inhabitants) 419.557,66 €

Gijón Town Council Direct Savings (277 733 inhabitants) 2.889,92 €Central Government Administration Direct Savings (20%

Spain public employees) 187.469,53 €

Total savings from the implementation September 2012

467.690,78 €

SAVINGS

COST SAVING: ESTIMATION IF ALL PUBLIC ENTITIES WOULD USE THE CLOUD SERVICE: 50 M€ / year

3. Key points of the 3. Key points of the initiativeinitiative

Main innovative points of the initiativeMain innovative points of the initiative

First example of a co-funded initiative among different levels of Administrations◦ Pay per use model

Private-public partnership

Cloud Computing based platforms.

Any Questions ?

Thanks for your attention

aleida.alcaide@seap.minhap.es