Case study; the information management planning process in Yamato city, Japan

1. The Relationship of Citizen’s Participatory Channels in the Real and Cyber Meetings through the Planning Process Case study; the information management planning process in Yamato city, Japan Gyosuke Yamaguchi (Chigasaki City Government) Takashi Kobayashi (Tokai University) Yasuo Hibata (Keio University)

2. Index • Background • Purpose • Research Method • Protocol analysis • Conclusion 2/16

3. 1. Background Internet as a tool of public participation <Advantage> • Expansion of citizen participation <Disadvantage> • The more people participates, the more difficult they reach the conclusion. • Difficulty of communicating participants’ emotions and thoughts • To set the participant restricted channel • To set the participatory channel in real space for anyone 3/16

4. 2. Purpose To clarify how setting up the four participatory channels contributes to reaching consensus by analyzing the interrelationship among the channels. Participation Unrestricted Restricted Real Space Work Shop Citizen Committee Cyber Space Electronic conference system Mailing List of Citizen Committee 4/16

5. 3. Research Method This research analyzes the minutes from the four channels from two viewpoints, applying for the protocol analysis which extracts the thought of speakers through their utterances. • The speaker in communication • I analyzes from whom to whom an utterance is directed. (2) The policy formulation process This viewpoint focuses on the contents of utterances and clarifies what types of utterances are given within each channel and how these utterances interwork with other participatory channels. 5/16

6. 4. Protocol analysis 6/16

7. 4.1 Case overview Name of the plan Information Management Plan, Yamato city Participation Unrestricted Restricted Participatory channels Real space Off-line meeting Citizens’ conference Cyber space Dokocomi Mailing list The members of Citizen conference Six citizenswho were recruited by public advertisement January / 2001 to March / 2002 Planning Term The number of execution Citizen committee : 9 times Off-line meeting : 6 times The number of utterances Citizen committee : 136, Mailing list : 137 Off-line meeting : 118, Dokocomi :47 • Master plan of the information policies • - Providing the information infrastructure • - Providing the software environment Contents 7/16

8. 4.2 Speakers in Communication Utterances with continuity Citizen A:○○○○○○○ ⇒citizen to citizen Citizen B:○○○○○○○ ⇒citizen to citizen ⇒citizen to government Citizen C:○○○○ Gov. administrator A:○○ ⇒government to citizen Citizen D:○○○○○○○ ⇒ citizen to citizen Citizen E:○○○○○○○ ⇒citizen to citizen Utterances with continuity 8/16

9. 4.2 Speakers in Communication <Before releasing the draft> Real space Citizen Government Government Citizen 49.2% 30.3% 60.7% 34.2% 14.8% 28.9% Government Citizen Citizen Government Participation restricted Participation unrestricted Citizen Government Citizen Government 31.3% 38.5% 31.3% 47.9% 28.1% 50.0% Citizen Citizen Government Government Cyber space <Legend> ：0 - 10% ：11 - 20% ：21 - 30% ：31 - 40% ：41 - 50% ：51% - 9/16

10. 4.2 Speakers in Communication <After releasing the draft> Real space Citizen Government Government Citizen 54.4% 28.8% 15.8% 47.5% 29.8% 23.7% Government Citizen Citizen Government Participation restricted Participation unrestricted Citizen Government Citizen Government 22.7% 23.3% 50.0% 34.9% 51.2% 27.3% Citizen Citizen Government Government Cyber space <Legend> ：0 - 10% ：11 - 20% ：21 - 30% ：31 - 40% ：41 - 50% ：51% - 10/16

11. 4.3 Policy Formulation Process 4.3.1 Policy formulation process in each participatory channel Problem finding and analysis Policy issue setting and policy planning Project issue setting and Project drafting 11/16

13. 4.3 Policy Formulation Process 4.3.2 Continuity of Discussions among the Participatory Channels

14. 4.3 Policy Formulation Process 4.3.2 Continuity of Discussions among the Participatory Channels Participation Unrestricted Restricted Dokocomi (Cyber) Off-line meeting (Real) Citizens’ Conference (Real) ML (Cyber) < Legend > : Corresponding utterance exists : Releasing the draft : Corresponding utterance doesn’t exist 14/16

15. 4. Conclusion By setting a participatory channel with restricted participation also in cyber space, the representative citizens can have more discussion opportunities, hence more opportunities to form a consensus within the representative citizens (1) Participatory Unrestricted Participatory restricted Off-line meeting Citizens’ conference Real Space Dokocomi ML Cyber Space 15/16

16. 4. Conclusion The validity of citizen discussion can be enhanced by having many citizens in channels with unrestricted participation in order to discuss the outcome of discussions made by representative citizens in the channels with restricted participation. (2) Participatory Unrestricted Participatory restricted Off-line meeting Citizens’ conference Real Space Dokocomi ML Cyber Space 16/16

18. Participation unrestricted Participation restricted Cyber space Real space Cyber space Real space Dokocomi Off-line meeting Citizens’ conference ML Problem finding and analysis Problem finding and analysis Problem finding and analysis Problem finding and analysis Policy issue setting and policy planning Policy issue setting and policy planning Policy issue setting and policy planning Policy issue setting and policy planning Before the release of the draft Project issue setting and project planning Project issue setting and project planning Project issue setting and project planning Project issue setting and project planning Problem finding and analysis Policy issue setting and policy planning Policy issue setting and policy planning After the release of the draft Project issue setting and project planning Project issue setting and project planning Project issue setting and project planning Project issue setting and project planning