Information Architecture in E- Government

1. Information Architecture in E- Government John Akeroyd Information Management Consultant & Research Fellow, UCL, London Information Reports Ltd

2. E government drivers • improving internal costs and management efficiencies, • encouraging citizen participation • improved service to citizens • predominantly using the web • promoting economic development • improving overall governance. • service integration or ‘joined up’ government Information Reports Ltd

3. E-government is global • Essentially the same but • Some differences – • Different priorities; • Differing legal context; • Different political context Information Reports Ltd

4. Some see it as just efficiency… • increased business efficiency between government agencies and government agencies, within agencies and between agencies and business Information Reports Ltd

5. “In essence e- government is about the transformation of internal and external processes” Weerakkody, V (2009) in Handbook of Research on Strategies for Local E-Government Adoption and Implementation. Reddick,C Information Reports Ltd

6. “transformational governance” “The transformation stage is about changing fundamentally the way government does what it does” Murphy (2005) Leveraging the benefits from technological investment through business process reengineering www.improvementnetwork.gov.uk Information Reports Ltd

7. Challenges to e-government • Information sharing; • People issues • Power structures; • Legal Context • Personal data - confidentiality and protection Information Reports Ltd

8. Information Supports e-government E-Government Information Reports Ltd

9. Layne and Lee model Information Reports Ltd

10. Weerakkody, V (2009) in Handbook of Research on Strategies for Local E-Government Adoption and Implementation. Reddick,C Information Reports Ltd

11. Alternative models • No integration; • One to one messages; • Warehouse • Broker system; • Advanced broker Janssen and Veenstra (2005) Information Reports Ltd

12. Integration Levels Level 1 Functional Integration Whereby a secondary application is accessed and used through a primary application to the extent that the secondary application is transparent to the user; Level 2 Data Integration Where data from one system is used to populate another either in near or real time usually using standard protocols /programmes such as BizTalk Level 3 Linked integration Where a secondary application or dataset can be accessed/triggered via a primary application but which essentially appears as is to the user. Links might be hyperlinks or file paths Level 4 Data exchange Where data is moved from one application to another as the result of an operator initiated action. Data is usually structured as XML or CSV or XLS. Information Reports Ltd

13. Problems with integration • In large organisations there are likely to be many application systems with high overhead on maintenance and complexity • Data will probably be held many times in many places leading to confusion as data accuracy, currency and what to believe; • There will be increasing complexity in understanding how data moves across and around the organisation; Information Reports Ltd

14. Options for integration • SOAP/Web Services • Single Repository or Data Warehouse • Information Flow Model Information Reports Ltd

15. Information Types By format • Structured i.e. data – names, addresses, ID, numbers • Semi structured – forms, case files, • Unstructured – documents, emails, memo By function • People • Property • Transactions Information Reports Ltd

16. Transactions Information Reports Ltd

17. Metadata Types in Government • Property • UPRN available in all property records; • GIS coordinates • Fileplans standardised around street name number • People • Citizens; • Tax payers; • Students; • Government workers; • Visitors • Organisations • Businesses • Schools; • Community Centres • Churches • Support agencies; • Public agencies • Transactions • Case file Numbers • Invoice reference • Purchase orders • Transaction reference Information Reports Ltd

18. The IPSV Integrated Public Sector Vocabulary Information Reports Ltd

19. Information Reports Ltd

20. Management Volume Information Reports Ltd

21. Line of Business Systems Semi structured information e.g. case files Unstructured Information Information Reports Ltd

22. Web Portal Intranet Clients Explorer Browsers Proprietary Search Access Metadata Applications Content/Information Data Type Adult Data Children’s Data Property Files Residents Financial Records Transactions Carefirst M3 Cedar CRM Sidem etc Data Dictionary UPRN Citizen index ID CRM transaction ref Structured Comino CDM Iken Social Care Record Planning Applications Legal Case files Fileplans Case file numbers Transaction Numbers Semi Structured Emails Meeting Minutes Plans Policies Stuff Livelink ESA CDM Taxonomy/IPSV Descriptors Keywords Unstructured Information Reports Ltd

23. SPOCC Universal Respond Paris Iken Resource link EMS AD M3 Mayrise Academy Sidem Authority CEDAR Galaxy Carefirst YOIS Task Licence Flo Echo CRM LLPG Citizens Index Parking Notices Idox Store Iken Store EAS CDM Livelink W2 Shared Drives W2 Information Reports Ltd

24. Architectural Problems • Many application systems with high overhead on maintenance and complexity • Data held many times in many places • Data flows not clear • Multiple stores; Information Reports Ltd

25. Repository Rationalisation? Benefits • Reduced Support Costs; • Reduced Training Costs; • Corporate ‘view’ of information; • Single Structure promotes Information Sharing; • Easy to archive and control But • Does one size fit all? • Integration with Line of Business Systems can be lost or poor; • Loss of functionality; • Different information, needs different management; • Security needs are different; Information Reports Ltd

26. Possible futures • Enterprise Search Gives Council wide view (or even Hackney wide view) Simple to use and quick implementation Benefits for customer service Benefits for FoI Overcomes poor historic indexing • Single corporate record but multiple stores Files migrate to corporate record store as life time diminishes Easier to control/manage Long term preservation easier to manage and implement; Information Reports Ltd

27. Line Of Business Applications Repositories Repositories Repositories Repositories Records Repository Enterprise Search Engine Information Reports Ltd

28. Portal / Client UI Corporate Systems LOB systems Naming Standards Knowledge management system Processing Guidelines Application data models Content Lifecycle Design Geographical Information Systems Information Scribes Information Architect Archivists Enterprise data warehouse data model Records Management Policy Electronics Records & Document Management System Corporate Performance Management Conceptual Information Model Business Information Stewards Information Taxonomists File System Structure Web Content Authors Data Modellers Information Specialist Layer Enterprise data model Management Information Systems Information Taxonomy Content Management System Data retention policy Data Warehouse Standards Layer Enterprise Search Engine Metadata Repository Applications Layer Information Access Layer A Conceptual Model The standards (and policy) form the basis of the organisations understanding and use of information (and management of the information assets). At the centre of the diagram is a ‘Conceptual Information Model’. The Conceptual Information Model is primarily a Business Model. It is a method for defining and clarifying the concepts that are used to conduct the business of the organisation, establishing a common frame of reference or “a standard business language”. The application layer describes the physical storage of information. The Information Specialist are those individuals within the organisation that play a role in the design of, or management of information Documents, Records & Content Structured Data Enterprise Data Modelling & Data Management John Anderson