Public administration process modelling and reengineering in the Czech Republic

1. Public administration process modelling and reengineering in the Czech Republic DBR 30. 10. 2008 Daniel Trnka

2. OBSAH • Hexagon of public administration • Pilot project • Course of the project

3. Hexagon of public administrationFriendly public services and effective public administration

4. PILOT PROJECT • Objective: • To verify the application of process modelling across the whole field of public administration • To define the procedure for process modelling in public administration and requirements concerning IT architecture and functionalities • 4 agendas (processes) - e. g. model identity card – change of the permanent residence

5. Model: Agenda Identity Card

6. PILOT PROJECT – RESULTS • Public administration process modelling does not differ from process modelling in other fields; • Preparation is the most demanding phase; • Process models display the reality very clearly, they allow to detect inconsistencies and shortcomings, to model changes etc.; • Process modelling does not excessively burden public administration employees; • Process models allow, depending on the methodology applied, to view the agendas (processes) from various perspectives – particular components of Hexagon; • The reality is in some cases different from the theory, sometimes even from legislative provisions; • A close co-operation of all participants (ministries, regions, municipalities) is essential.

7. COURSE OF THE PROJECT PROJECT KICK-OFF PROJECT IMPLEMENTATION CONTROL AND EVALUATION RE-ENGINEERING AND RE-DESIGN OF PUBLIC ADMINISTRATION Rationalisation of administrative proceedings and minimising of bureaucracy Standardisation and optimisation of a process – creation of a referential process model (best practice) Using of the process model at various levels /tiers) of public administration Description of the extent of the project and its basic elements Determination of agendas (priority areas) for processing Definition of principles for methodology of modelling Selection of an IT architecture and functionality needs Assuring of the project implementation Forming of process models of agendas Publication Re-engineering and re-design of public administration Modelling and simulation of alternative processes Implementation of measures for simplification and increasing effectiveness of public administration Planning and systematic realisation of changes in public administration Reflection of functioning structures of new processes in public administration in connection with strategic objectives CONSULTAT I ON Control of results of measures applied Control of data consistency and data updating

8. PROJECT KICK-OFF PROJECT IMPLEMENTATION CONTROL AND EVALUATION • Description of the extent of the project and its basic elements (agenda, process, service) • Determination of priority areas/agendas • Definition of methodology of modelling • Selection of an IT architecture • Organisational and financial provision

9. Time schedule of the implementation 1st stage – 2009 (2013) 2nd stage – 2010 – 2013 Expected outputs of the 1st stage SW for agenda modelling and methodology for modelling Database (deposit site for models and data) Ensuring of training and access to SW for all ministries 40-60 agendas – single output of the 1st stage, other outputs used also for the 2nd stage Estimated costs 120 mil. CZK (4,76 mil. €) PROJECT KICK-OFF PROJECT IMPLEMENTATION CONTROL AND EVALUATION

10. PROJECT KICK-OFF PROJECT IMPLEMENTATION CONTROL AND EVALUATION • Elaboration of process models • To describe an agenda on the basis of legal regulation • To describe an agenda on the basis of the practice – exercise of state administration by particular authorities and co-operating subjects • To detect diversions • To create a database of repetitious processes that will be exploited for modelling of other processes for reasons of economy; • To figure out costs connected with an agenda (time and tangible costs for elaboration of an agenda both as a whole and for particular authorities); • To formulate demands for technologies and organisational structure.

11. PROJECT KICK-OFF PROJECT IMPLEMENTATION CONTROL AND EVALUATION • Publication of outputs (communication strategy) • Description of the process structure and provided operations and services from the point of view of • Legislation a legal requirements; • Structure of a type organisation, working roles and qualification needs; • Information and communication technologies; • Structure of expenses and • A client of public administration.

12. PROJECT KICK-OFF PROJECT IMPLEMENTATION CONTROL AND EVALUATION • Control of results of implemented measures • Control of data consistence • Data updating

13. AIMS OF PROCESS ANALYSES • Revealing of inefficient and duplicate activities; • Identification of the „bottle-necks“ of the process; • Contents evaluation of specific organisational units from the aspect of general course of the process; • Enumerating and analysis of division of working time fund into particular activities – services for citizens; • Ensuring of optimal exploitation of sources; • Reduction of administrative activities; • Creation of conditions for application of strategic planning in public administration, risk monitoring and risk management.

14. PROJECT KICK-OFF PROJECT IMPLEMENTATION CONTROL AND EVALUATION RE-ENGINEERING AND RE-DESIGN OF PUBLIC ADMINISTRATION current situation desirable situation • Modelling and simulation of alternative solutions; • Implementation of measures for simplification and increasing effectiveness of public administration; • Planning and systematic realisation of changes in public administration; • Reflection of functioning structures of new processes in public administration in connection with strategic objectives.

15. QUESTIONS

16. THANK YOU FOR YOUR ATTENTION Daniel Trnka Director of the Department of Regulatory Reform and Quality of Public Administration daniel.trnka@mvcr.cz