The eOffice project by Ericsson Nikola Tesla

1. The eOfficeproject byEricsson Nikola Tesla Marko Lukičić Ericsson Nikola TeslaICT for Government and Enterprise SegmentKrapinska 4510000 Zagreb, CroatiaPhone +385 1 365 3168Mobile +385 91 365 3168marko.lukicic@ericsson.comwww.ericsson.com

2. Outline • THE LEGAL FOUNDATION • NATIONAL STRATEGIES • RECORDS MANAGEMENT ORDINANCE • THE EOFFICE PROJECT • INVESTIGATION, PREPARATION AND DEVELOPMENT AND TEST PHASE • CONCLUSION

3. Motivation Fast development of complex societies Increasing number of public services Increasing number of open cases Demanding citizens and organizations Requesting for new services and optimization of old ones Transformation of government into eGovernment eGovernment – general term for using ICT as a tool to Facilitate more accessible government services Allow greater public access to information Make government more efficient and accountable to citizens Facilitate opening of new services and optimization of existing ones

4. Critical tasks Critical tasks before eGovernment implementation: At the national level – government must agree on national-wide eGovernment frameworks, strategies, standards and principles At the institutional level – every institution must reconsider its ICT infrastructure and back-office systems and applications in respect to national eGovernment guidelines RE-EVALUATION OF ITS BACK-END SYSTEMS SHOULD BE A PREREQUISITE TASK PERFORMED BEFORE IMPLEMENTING EGOVERNMENT AT THE INSTITUTIONAL LEVEL

5. Writing office Crucial back-office application Often considered as application for keeping tracks of all inbound and outbound communication (mainly mail) and case file documentation Thus often underestimated Appearance of e-mail and electronic documents and records managing electronic documents and records delivery of electronic documents and records integration with case file management systems and archives integration with collaboration portals etc. eOffice and paperless offices

6. Electronic Government Strategy of the Republic of Croatia for the Period from 2009 to 2012 , January 2009 A foundation for modern, transparent, efficient and streamlined public services for citizens ICT as a tool for reforming the public administration in respect to Public Administration Reform Strategy (CSOfA, later Ministry of Public Administration) Establishment of an unambiguous system for managing electronic documents Development of project documentation for the eOffice reference model a basis for the future implementations of eOffice applications

7. The Action Plan for the Implementation of the One-Stop-Shop Program, June 2009 Defines targets, tasks and services as well as implementation and audit mechanisms for a realization of the One-Stop-Shop program Standardization of electronic systems for the management of electronic and non-electronic records In compliance with MoReq2 specification MoReq2 - comprehensive catalogue of generic requirements for an ERMS Builds on original MoReq For use in public and private sector organizations A foundation for adjustment of back-office applications (such as eOffice) to the eGovernment architecture

8. Records Management Ordinance, January 2009 Modernizing writing office by automating its processes and introducing electronic documents A cornerstone document for any eOffice application functional specification Conceptually identical to the previous one (from year 1987) Covers classical mechanisms for case prosecution audit trough evidencing and tracking the case file flow in an institution Does not cover the management of other non-case documentation Conceptually still oriented to writing office making it the central body for mail and case documentation distribution Concentrated on typical document cycle aspect of records management (receive evidence, distribute, dispatch and archive) Classification scheme configuration and management, rights management and management of retention periods and disposal schedules are not covered

9. The eOffice project The purpose of eOffice project is to Form a comprehensive basis Comply with the legal foundation, corresponding standards and eGovernment trends Provide a basic eOffice functionalities Provide a broad and extensible data and security model, and Allow easy and time non-challenging upgrade

10. Project phase - Investigation Conceptual Design: a basic description of the eOffice application a description of organizational and security aspects a preview of all business processes showed in BPM notation use cases for every task in every process an example of user forms a description of additional functional and non-functional requirements

11. Example of business processes

12. Example of use case

13. Example of GUI

14. Project phase - Preparation Solution design Implementation details for eOffice application programming From deep technical perspective Elaborating each technical layer (Data layer, business layer, etc.) Specific development technologies UML, RDF and OWL for data modeling, XSLT for data transformation, Dublin Core metadata set, Web Services for interoperability,etc

15. Project phase – Development and test Development and test phase Mapping solution design instructions into program modules Developing eOffice application core Developing test scripts Test scripts are performed on a testing environment to indicate on eventual program defects and weaknesses. Key users perform functional and ergonomic tests, and database specialists perform consistency tests on a data model Trying to cause application malfunction by corrupting data. The development and test phase is considered finished when all tests results meets predefined criteria.

16. Current status The investigation and preparation phases are successfully completed Conceptual and solution design accepted Development and test phase in progress FileNet platform is customized, and critical components developed data model, security model, auditing, … Business processes are designed and implemented Basic GUI designed and will be connected with business logic Still remaining: implementation of testing scripts and performing tests