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Lithuanian E-Government Assessment September 2000

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Agenda n Assessment Topics n Assessment Findings n The E-Government Model n Recommendations

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Assessment Topics n IT Infrastructure n Integration n Security n Projects n Organisation

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IT Infrastructure

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Approach n Two different levels of interviews where conducted. Based on Questionnaires Based on Interviews

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Findings n No strategic plan to build the governmental Infrastructure n Insufficient standardisation n Build up is according to departmental standards and not according to a governmental model n High level of investment necessary n Lack of available funding n Insufficient access to key skills

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- The most popular operating systems in Lithuanian state institutions are the Windows NT and Unix families of operating systems. Server Operating Systems

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- Current requirements to workstations (PC) Workstation Operating Systems

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- The main registries (Population Registry, Registry of Institutions, Farmers Registry) use DBMS Oracle. Databases

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Institutions use the following types of databases: SQL compliant databases such as Oracle Non SQL compliant databases such as Fox Pro A combination of the two Database Types

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Types of network connection between remote branches, departments and institutions include: VIKT Departmental network Dial-up connection through conventional phone lines Use of own communication lines Frame Relay lines (supported by AB Lietuvos Telekomas) Network Connectivity

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Data Conversion n Incoming information comes directly to institutions data bases (4%) n Incoming information which records structure is not the same as institutions DB data structure (8%) n Data must be converted from different DBMS structure (73%) n Data from received file is entered manually (15%)

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Recommendations n Development of IT Strategy Plan n Define the procurement process n Definition of IT Standards for hardware & software n Define Budget and Spending Plan according the IT Strategy Plan and project prioritisation n Align business and IT strategy n Define skills matrix according IT Strategy Plan n Define training program according to skills matrix

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Integration

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Approach n Information flows where analysed based on the following criteria: Timeliness and Accuracy Importance Suitability Required Level of Integration

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Connectivity between registries include: Remote online workstations Online connection to download (multiply) registers or data from information system File transfer protocol services Web access Unix to Unix copy (UUCP) The level of integration is low Registry Connectivity

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(includes information from interviewed institutions only) 43Data about stolen cars 32Data about wanted peoples 155Data about import/export declarations 155Registry of Farmers 4525Registry of Institutions 2211Registry of Population Number of copies in total (with branches) Number of institutions with copies Information system Registry Duplication

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Errors in the Enterprises Registry are related to: - data about newly registered institutions or enterprises is entered into the registry too late - there are lot of enterprises in the registry whose activities were stopped some years ago - some institutions have been entered into the registry several times (mistakes in the names of institutions, upper/lower alphabet cases, etc.) Errors in the Population Registry are: - errors in the persons ID sex field (first position of persons ID code) - errors in persons living place address - in many cases dead people have not been deleted from the registry (or marked as dead) Accuracy of information

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Main Users (State Institutions) of InformationMain Suppliers of Information Users and Suppliers of Information

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Governmental Communication

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Recommendations n Definition of the logical structure of all registries n Development of the infrastructure n Definition of the required organisation structure n Security infrastructure to be designed and implemented accordingly n Implementation of required overall infrastructure n Integration of the governmental communication

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Logical Structure of Registries

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Architecture

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Governmental Communication

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Security

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Approach n Compliance against the de facto Security Management Standard (BS7799) n Security Assessment Questionnaire n Business Impact Analysis n Recommendations

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Findings n Poor security across the government agencies n Lack of resources and limited experience n No government security standards n No assignment of responsibility for security n No central advisory and accreditation agency

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Security Assessment Example

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Recommendations n Establish security team to advise ministries n Define governmental security policies, standards and procedures n Achieve compliance with security management standards BS7799 / ISO13335 n Establish an accreditation team

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Organisation

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Organisational Analysis The organisational analysis was based on the following topics: Importance of information technology to the business of an institution Requirements for centralisation or decentralisation

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Organisation Findings n Due to low salaries specialists are leaving to the private sector n No or only limited pooling of key IT skills n Inefficient use of departmental IT resources n Project and financial planning is not linked n IT departments are not consulted / involved in business decisions n No central financial and project control

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Organisation Findings n Departmental interests are seen as more important than strategic governmental plans n No central body for strategic IT planing n Global consequences of legal and organisational decrees are not always considered

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Organisation Recommendations n Define methodology for project management and financial control n Implement central point for IT strategy n Implement central point for project management and financial control n Define legal regulations and requirements n Definition of future control (centralised / de- centralised) of IT specialists

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Projects

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Projects Assessment Approach n Overview of projects per department n Critical review of projects based on: their importance for the Government of Lithuania the business logic behind them project management methodologies used n Review of departmental / governmental project organisation and co-ordination n Recommendations package (model) for future project planning, management and control

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Project Management Findings n Weak project management and control culture n Strategic goals and planning criteria often lacking n Project evaluation, prioritisation and authorisation often focuses only on the department concerned n Very limited and often poor cost / benefit analysis n Task scheduling / critical interdependencies often unclear n Inadequate status and cost reporting / control n No overall milestone control methodology

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Project Management Evaluation Checklist

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Project Recommendations n Define and implement a common methodology for project management and financial control n Establishment of a central Project Management Office (PMO) n Web-enabled project management tool set n Improved budget control and allocation based on key governmental / departmental priorities n Resource sharing in key areas of skills deficit

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E-Government Model

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Key Objectives n The E-Government Project will enable services to be comparable with the best services available from the private sector in terms of quality,accuracy, timeliness and user-friendliness n Government administration should provide the best possible service for citizens and companies n Simpler, faster and more flexible processes and flows

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E-Government Model

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