Country Report from Sweden to the 14 th Nordic Parliaments IT Conference

1. Country Report from Sweden to the14th Nordic Parliaments IT Conference Stortinget, Oslo 28-30 August 2014

2. News round-up, part 1(2) • The IT Division (It-avdelningen, ITA) is now a true division comprising three departments and several sections (more later) • A division-wide Business and Leadership Development Programme was initiated in early 2014 (our topic for tomorrow) • The Secretary-General’s ”Roadmap 2014” Change Programme is being wound up after four years; a new programme for the whole Riksdag administration will be announced before the elections – inspired by the ITA Business and Leadership Development Programme • A new three-page IT strategy was adopted by the Secretary-General in April 2014. As a consequence, the dormant IT Council was discontinued. Our IT tools and services should be Modern, Simple and Secure. The entire Riksdag Administration is responsible for ensuring this • The Riksdag Act (regulating the organisation and working procedures of the Riksdag) has been updated to reflectcurrent practice.Explicit technical requirementssuch as ”stenography” and ”printing” have been removed. We consider this an opportunity for innovation • The upcoming general election (14 September) – we may face a new majority and a 9th party (FI) taking seats in the Riksdag

3. News round-up, part 2(2) • The latest technology is now (almost) business as usual – Office 2013, SharePoint 2013 and Windows 8.1. We have been invited to join Microsoft’s Technology Adoption Program (TAP) for Operating Systems, and a study group visited Redmond earlier this year • Notes Mail has been retired in favour of Exchange/Outlook 2013 • Our intranet has been re-designed and re-engineered. Key features are: a task and role-based structure; responsive design; leverages VPN to allow access from anywhere using any riksdag device • Sharepoint use is growing. First used by the Riksrenovering and Digital Meeting Service projects, it will eventually become a standard platform for collaboration and document sharing. Key principle: Do not modify, use ”as is” or extend using the SharePoint app model

5. Figures – IT Division totals

7. Rixrenovering – wherearewenow? • To do in 2014 • New workflow system Filur for incomingproposals: government bills and private members’ motions • New services for votingorders etc. • New services for web publication of votingresults, motions etc. • Done • Committeereports. New system Skutt in usesinceearly 2014. • Authoring in Word 2013 • Team sites in Sharepoint 2013 • Web apps for creating metadata • New system Frips in usesince April • Writtenquestions to government ministers • Word templates and apps for authoringof private members’ motions • New system Safir in usesince dec 2013 • Planning, agendas • Voting orders • New platforms • Office 2013 • Sharepoint 2013 • BizTalk 2010 • Web apps, and apps for Office

9. New system Skutt has replaced the old system. All committeestaffnowproducecommitteereports using this Word- and Sharepoint based solution.

10. Morethan3000 private members’ motions aresubmitted to the Riksdag in Oct-Nov. Each motion containsone or moreproposals. A new user interface will support the workflow and divide the proposalsbetween the 15 committees. The system is calledFilur.

11. Safir is the Chamber Secretariats’s solution för planning and preparingplenary sessions, voting orders etc.

12. Office 2013 roll-out • In our 2012 country report to the Nordic IT conference we asked: ”Office 201X – dare we skip two generations?” We did. This decision enabled the Riksrenovering project to deliver from a current Office/Sharepoint platform – not one generation behind. • The project part of roll-out started in 2012 before Office 2013 was officially released • More than 100 templates and 30 applications had to be verified, and in some cases reworked • Two pilot roll-outs were made to tune procedures, train staff and adjust training material and instructions. Outlook 2013 was added to the roll-out at the end of the project phase

13. Windows 8.1 pilot and roll-out plan • Windows 8.1 update 1 is the foundation of our current PC client platform. To ensure a smooth transition from Windows 7 we made three pilot roll-out installations during Q1 and Q2  2014. The general roll-out will start in September with the newly-elected MPs, and will continue following our normal hardware replacement cycle

14. Lessons learned from rolling out Windows 8.1 and Office 2013 – and replacing Notes Mail by Exchange/Outlook • This is about logistics and communication, not technology • Start as a carefully scoped project, finish as line-of-business work • The project is responsible for design and pilot of the roll-out process – nothing more! • Do not expect schedules and plans to survive – adjust to major business projects, the equipment replacement cycle and the electoral period • Appoint a roll-out coordinator – our choice was a senior helpdesk technician and instructor • The coordinator must be familiar with application areas, business processes and user groups • Information and communication skills are a key success factor • Do not underrate your users • Use mindset – assume that it is easy, not difficult • Design training on the basis of this assumption

15. Digital meeting service”Digital mötestjänst” • Purpose: Electronic distribution ofdocuments and agendas (primarily) for committee meetings • Non-classified material is distributed as PDF files to folders in dedicatedindividual SharePoint 2013 sites. The process is partly automated and driven by a SharePoint app. • Documents can be accessed from anywhereusing Ipad or notebook with annotation-capable PDF documentreader (PDF Expert/Adobe Reader XI) • The service is now used by almost all members in almost all of the committees (Defence is lagging) • The Printing Office reports that paper usagehas been reduced by 60% • The satisfaction rate among members was at 87% in April, and 65% say that the service simplifiestheirwork. A decrease in workloadwasreported by 62% ofcommitteesecretariats, and an increasedworkload by 30%

16. The Chamber App”Kammarappen” • Version 2.0 ofthis Iphone app now brings more ”goodies” to members, party secretariats and officials, all based on open data from data.riksdagen.se and the media services • Live video or audio only from the Chamber • Schedules of meetings with votingtimes and periods with no meetings of the Chamber • Agendas and lists of speakers • Schedules of parliamentary business • Periods for submission of private members’ motions • Contact details for all members • Latest interpellations (written questions to be answered by government ministers in the chamber), writtenquestionsand private members’ motions • Debatingrules • The app is designed for IOS 6/7 – a Proof-of-Concept implementation for Windows Phone 8 under way.

17. The Riksdag Intranet 2007-2013

18. The Riksdag Intranet 2014-

19. Our new intranet • The new intranet … • was released in March 2014 • is task based. This means that information and services are grouped in a helpful way that supports common tasks for both members and officials • has a flat information structure – sometimes also wide. The navigation hierarchy has at most three levels. Some main sections have all information available on the first page • has been developed with all client technologies in mind – notebook, smartphone and tablet. A VPN security solution enables anywhere access • provides relevant content for all user categories: MPs, party group secretariats and the administration. All are equally welcome and can expect the intranet to provide support for their specific needs • has a responsive user interface which adapts to the size and capabilities of the device. This means that navigation, images and content may display differently on small and large screens • is role based. Content can be targeted to different user groups. The four roles implemented are: Member of Parliament, Party secretariat, Riksdag Administration employee and Riksdag Administration manager

20. An Intranet Retrospective • Delivery: All expectations were met. The project brief intentionally excluded collaboration tools, which eventually will be added by integrating functions from SharePoint • Lessons learned: ”Content is king” – and content could have been given higher priority during the project. Technical solutions and graphic design is only there to make content available to a user who wants to complete a task • Success Factor: An agile approach and the Scrum process were key success factors that enabled delivery on time, within budget and with expected quality

21. JessicaLexell ChalineBoije Lindhe IT Business Support • Our new section for Service Desk, Instruction and Training was formed by co-locating the Business Systems Support group with the Help Desk and the Instruction & Training group. Head of Section Chaline Boije Lindhe joined us in 2013 • The tasks and responsibilites of the Business Area Contacts have been revised. New domains of responsibility have been defined, roughly following division boundaries or matching major systems/services. One of the new domains covers previously orphaned services such as the Office suite. Another is the Office of the Parliamentary Ombudsmen • Application maintenance management is one of the larger tasks for the Business Area Contacts. Revised guidance and instructions are under way and agreements with major business stakeholdersarebeingformalized • The Service Centre pre-study group delivered a feasibilityreport in Q2 2014 and implementation is expected to kick-off in early 2015. Physical locationstill TBD

22. LarsEriksson SonjaAlmgren IT Development • For the last two years, most capacity has been allocated to the Rixrenovering project • A decision was made to use the on-premises versions of Office 2013 and SharePoint 2013 as platform tools for Rixrenovering. These products are expected to be mainstream by the time Rixrenovering closes in Q4 2014 • Initially, training opportunities and consultants were hard to find – Microsoft was our primary source, and some problems we experienced had to be referred all the way to the Redmond development teams • Needs analysis is a promising tool for early project scoping, complementing traditional requirements elicitation. Our in-house method is based on Impact Mapping (Gojko Adzic) and Business Impact Mapping / Business Impact Management (Ottersten and Balic, Inuse, Sweden)

23. AndersEinarsson MatsTidstrand(Media prod’n) Bengt-ErikHelin(I&O) NinaGrinbergs(Client platform) IT Production • Internal re-organization – All operations staff have now moved to the Infrastructure & Operations Section regardless of application area • Long-term competence assurance – some long-term consultants in business-as-usual roles have been transformed into employees. A bureaucratic victory! • Telephony technology refresh – new suborder under the public framework agreement prepared for Q3/Q4 2014 • Infrastructure and application monitoring – high-level visual alerts on large screens using information from Nagios and SCOM enable greater proactivity • Application portfolio consolidation – there is considerable overlap in our 400+ applications portfolio. Many applications have very few users and high license costs

24. IT Production: TAP • The IT Devision has been invited to participate in Microsoft’s Technology Adoption Program (TAP) for operating systems • Our IT Division is one of 12 organisations globally invited to ”pre-TAP” activities • This gives us an opportunity to be at the forefront of Microsoft technology • We will have a certain amount of influence • Some MS roadmap information will be available to us • We will have access to early software releases and design documents

25. IT Production: Mobile client (phone/tablet) • A new solution has been developed. The focus has been on good user experience, portability (e.g. IOS – Windows Phone) and scalability (form factor). Equipment must fulfil certain basic requirements: • Remote management must be possible • Must support SSO through certificates • Must support VPN connection for access to internal services • Must have a reasonable level of security options for e.g. device encryption • Microsoft Surface Pro 3 delivery starts today in most Nordic countries…

26. IT Production: PC client • A new and modern hardware and software platform will replace current Windows 7 notebooks. As for the mobile client, the focus is on providing a good user experience. Key enablers are SSO, remote management and transparent VPN connection. Basic user-level software consists of: • Windows 8.1 • Office 2013 • SharePoint 2013 (several projects are using this as a service platform) • Lync 2013 • Direct Access (seamless connection for a superior user experience – no multiple logins / PIN codes required)

27. IT Production: The Future • Cloud services – what choices and possible roadmaps are available? We can see problems and challenges as well as possibilities in the near future • Application convergence – more mobile client applications made available for PC Client platform • Client convergence – the dividing line between different equipment types is thinning • Service integration with public and hybrid clouds • User and service authentication, Single Sign-on (SSO) • User experience (UX) – location, movement and image recognition will be possible as interaction elements

28. IT Production: Remote Meeting Service • We are creating a showcase and proof-of-concept for Lync as a tool for full video conferencing. • This service is expected to create benefits not only for the Members of the Riksdag and the Riksdag’s representative in Brussels, but also for officials of the secretariats and the administration • If the showcase is open we will give you a short demo…