Policies & Measures for Establishing e-Government in Japan

1. Policies & Measures for Establishing e-Governmentin Japan June 2005 June 2007 Tomohiro OHASHIProfessor, Meisei University, Japan

2. CONTENTS 1. What is an e-Government ? 2. Objectives of e-Gov 3. Measures 4. Administrative reform and e-Gov. 5. Legal Aspects of e-Gov 6. Success Factors 7. Difficulties 8. Program for Creating the Next-Generation e-Gov 9. Concepts of Next-Generation e-Gov. 10. Policy for IT education

3. 1. What is e-Government ?

4. In an e-Government • There is no ( ). • There is no ( ). • There is no ( ). • There is no ( ). • There is no ( ). • There is no ( ).

5. Seamless Public administrationby ICT • Paper based documentation ⇒ multi-media • ⇒ media free ⇒ inter-ministerial electronic document exchange • specified office hour ⇒ 24 hour service “non-stop-service” • designated place for specified service / designated administrative area • ⇒ any place / any office for any service ⇒ virtual public office ⇒ cyber-government

6. Specified service ⇒ access point for many types of services ⇒ one-stop service • public service at city halls ⇒ at home / office • vertical hierarchy ⇒ horizontal flat organization • regulation⇒ de-regulation / privatization / outsourcing

7. Three Major Projects ofe-Government in Japan • e-application • e-delivering of gov Doc. • e-office to contents

8. 2. Objectives of e-Gov Convenience Efficiency Higher Quality of Services

9. Objectives of e-Gov. • Convenience • four types of services delivering • One-stop Services • None-stop Services • Any-stop services • No-stop services • Accessibility of information

10. Improvement of Access to Public Services • One-stop Services • Non-stop Services • Any-stop Services • No-stop Services

11. One-stop Services • 4 basic records of resident registration in various applications • registrations / reporting to several organs • one license related to several administrative organs • Update of address • Electronic Integrated (single) Counter Services

12. Non-stop Services • 24 hours ATM • delivering machines of resident registration certificates • information kiosks • public services through the Internet

13. Any-stop services • passports at post offices / city halls • resident registration certificates at any city • update of drivers licenses at post offices

14. No-stop ServicesNew Types of Public Services • Hyper-kiosks in Street Corners / Convenience Stores • Public Services in Homes or Offices • Update of drivers licenses throughthe Internet

15. 2. Objectives of e-Gov. (continued) 2) Efficiency • quick service • time saving • burden reduction • cost saving 3) Higher Quality of Public Services to contents

16. 3. Measures • e-application; administrative procedures • e-delivery; gov information to the public • e-office; efficient administrative activities

17. 3. Measures (continued) • e-application • Application from offices or homes • Many types of proc. & enormous applications (billions a year in Japanese gov) • Time and manpower saving • Quick services

18. 3. Measures (continued) • e-delivery of info. • Full use of gov-owned information • Openness to the public • Transparency • Accountability • Participation of people

19. 3. Measures (continued) • e-office • Efficient administrative activities • Paper-less: electronic document management • e-procurement • e-routine work: accounting, personnel management, documentation, procedures

21. Public Services of e-Gov and e-Local Governments • anything • anytime • anywhere online administrative procedures one-stop service of motor vehicle possession Passport at post office Application for public facility utilization Public gazette in the Internet Resident registration certificate at any city hall

22. Annual global e-government study by Accenture 2002年度 e-Gov.進捗度評価比較 1: Canada 2: Singapore 3: US 4:Australia 5: Denmark 6: UK 7: Finland 8: Hong Kong 9: Germany 10: Ireland 11: Netherlands 12: French 13: Norway 14: New Zealand 15: Spain 16: Belgium 17: Japan 18: Portuguese 19: Brazil 20: Malaysia 21: Italy 22: South Africa 23: Mexico Innovative leaders Visionary followers Emerging performers Platform builders to contents

23. 4. Administrative Reform and e-Government

24. Administrative Reform and e-Gov. • e-gov supports administrative reform • e-gov requires administrative reform • simplification of administrative procedures • organizational re-structure • outsourcing

25. 4. Administrative Reform and e-Gov. (continued) • Simplification of administrative procedures • Reduction of no. of proc. • Abolishing unnecessary proc. • Integrating related proc. • Avoiding duplicated proc. & forms • Reduction of times of filing • ex. two times a year ⇒once a year or once in two years

26. e-Japan Action Plan July 2002 Number of administrative procedures

27. Many Types of Electronic Procedures 4. Administrative Reform and e-Gov. (continued) • Filing, Applications & Reporting • Preservation of Documents • Disclosure of Public Documents • Electronic Document Management • Electronic Procurement • Electronic Data Exchange; EDI • Electronic Commerce • Electronic xxxx

28. 4. Administrative Reform and e-Gov. (continued) Outsourcing • Administrative reform require: small organization & staff • Lack of skill or expertise of ICT in the gov. • flexible personnel management • encouragement of ICT business to contents

29. 5. Legal Aspects of e-Gov • Revision of Acts related • New act for on-line procedures • Revision of procurement proc. • Personal data protection act • Freedom of information act

30. Privacy Protection in the Network Society

31. Personal data protection (continued) Eight Principles of OECD Council • Collection Limitation Principle • Data Quality Principle • Purpose Specification Principle • Use Limitation Principle • Security Safeguard Principle • Openness Principle • Individual Participation Principle • Accountability Principle

32. Fear of privacy infringement by Unique Identification Number • Data matching of Multiple Files • Data Leakage • Comprehensive Legal Measures: • National gov.; “Personal Data Protection Act” • Local Govs; Individual Ordinance • Private Sector; nothing but self-imposed control • Balance between Regulation and Economic Activities • Regulation and Freedom of Expression

33. Concept of NEW Actof Personal Data Protection • Private Sector as well as public Sector • Mass media: Principal measures • Personal Data Business:Severe Procedures • Severe Procedures: 8 principles of OECD • Individual Acts in Specific Fields: Finance, Medical Services, Telecommunication business

34. Framework of Protection of Personal Data (before enforcement of the Law) public private e-doc paper

35. Framework of Protection of Personal Data (after enforcement of the Law) public private General business e-doc Mass media paper

36. Freedom of Information

37. Freedom of Information Concept • Right of Demand for Disclosure • Openness or transparency of gov. • Accountability of gov. • Anyone can Demand • All the Document held by gov. for utilization in the organization be Open in Principle • Exceptions: specifically described • Appeal System

38. Document Subject to Disclosure • Documents held by Gov. for Utilization in the Organization • Memos as follows be included:Case of Federal Gov. of USA ①Memos attached to Filing of the Divisions ②Memos transferred to Successor ③Memos kept in Shelves or Lockers

39. any person can access any official documents except for: Freedom of Information (continued) • Personal Data • Corporate Data • National Security • Diplomat Data • Data under Investigation • Data under Discussion • Audit, Suits, Personnel Management

40. Freedom of Information (continued) Utilization of ICT for Disclosure • Perusal & Copy of Doc. by Various Media • Convenient Access to Doc.; • Access Points • Index, Reference System • Utilization of Network • Doc. Management using IT

41. Freedom of Information (continued) Convenient disclosure • clearing system • utilization of networks • electronic media for disclosure • from “disclosure” to “provision” to contents

42. 6. Success Factors Virtual Agency Strategic plan Relationship among central and local gov

43. Virtual Agency Dec. 1998 Policy: ＊New Steering Structure apart from existing ministries ＊Specification of Targets and Missions of each Projects ＊Task Force under direct control of PM cooperated by ministries

44. Projects of Virtual Agency [１] The Electronic Government • One-stop service on procedures related with motor vehicles possession • Electronic Procurement • Paper-less of Administrative Work [２] Informatization of Education

45. IT Strategy in Japan

46. Structure of ICT Strategy in Gov. of Japan Basic Law on the Formation of the Advanced Information & Telecommunications Network Society e-Japan Strategy Decision of the IT Strategy Committee chaired by Prime Minister Strategic Plan for Creating e-gov

47. Basic Law on the Formation of the Advanced Information and Telecommunications Network Society

49. IT Strategy Headquarter Chaired by Prime Minister Deputy Chairs: Minister of Public Management, Home Affairs, Posts and telecommunications, Minister of Economy, Trade and Industry, Minister in charge of Information Technology, Chief Cabinet Secretary Members: all other Ministers, Representatives from private sector IT Strategy Headquarter March 2001 e-Japan Priority Policy Program World’s most advanced IT nation within 5 years (by 2005)

50. e-Japan Strategy ⅡDecision of the IT Strategy Committee May 15th, 2003 Basic Concept • Targets • The 1st. Strategy: Infrastructure for Advanced IT Society： mostly achieved • The 2nd. Strategy: Establishing vigorous, secure, impressive and convenient society through IT