Valitsuse Istungite InfoSüsteem Info system of Government meetings VIIS Riina Einberg...
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Transcript of Valitsuse Istungite InfoSüsteem Info system of Government meetings VIIS Riina Einberg...
Valitsuse Istungite InfoSüsteem
Info system of Government meetingsVIIS
Riina [email protected]
E-government project manager
MicroLink Systems Ltd.
The Stages of Meeting
• Preparing stage - preparing of the agenda of the meeting, the items and the materials for the meeting
• Pre-meeting stage – getting acquainted with materials of the meeting, pre voting
• Meeting – decisions, voting• Preparing the protocol • Meeting is closed, publishing the protocol
The Start – Description of the Problem
• The cabinet of minister has ordinary meeting every Tuesday 10.00 AM
• 17000 copies paper with agenda of meeting and materials for meeting was printed out every week
• Mostly co-ordination and approval is OK and problems are discussed between officers of ministries before and most of items should be discussed just by formal bases
• Usually ministries and the ministers get opinions and materials from other ministries too late and they have too few time to go through all materials, it is of course hard to find certain subjects turning page by page manually too
• It is hard to get quick overview about all items in agenda and about next and next agenda and of course about previous agendas
• It is hard to find out what happened if You have missed the meeting
The Start – Questions to Your self
• How to• Focus only to important items and make better decisions• Prepare items better and quicker• Get feedback from all ministries and the ministers quicker• Keep everybody informed that is going on – to make
procedure of preparing the meetings and decisions visible for all persons involved in preparing of meetings, persons presented in meetings, persons should be informed about decisions
• Reduce time spent to formal procedures• Reduce waste of paper
The Idea – Virtual Meetings
Time and place does not matter, easy to find out
Mmmmm ..
The Result – VIIS is There
• VIIS 1.0 - 3 months only, VIIS 1.1 – next 3 months • VIIS meet all the expectations and more• VIIS created million of new ideas• The success of realisation and implementation of VIIS improved
it is possible to carry out successful e-gov project• The words of Mr. Linnar Viik, adviser of the Prime Minister Mr.
Mart Laar• VIIS is good• VIIS is not completed jet• VIIS should be developed further
Advises
• Do what is possible to do• Don´t try to build super systems• Have a good partner• Don´t under estimate or over estimate users –
have right testers• Create that You are able to control
• Biggest profit is not money or paper or 10 minutes
• Biggest profit they can get via good decisions
Is VIIS e-government?
No, may be just a big red dot on the e-government field
Thank You for Your attention and good luck !
VIIS 1.1 – what is it?
• Web based software – You need only OutLook or Netscape
• Estonian language user interface, help, MS Word, MS Excel and HTML formats are supported
• Made by RAD – Rapid Application Development (~600 hours of programming)
The other modules of VIIS
• Terminals for ministers in meeting room, W2000 • PC-s and notebooks for staff for meeting• Terminal server - DELL Power Edge 6300v W2000• Data base server – PC, Linux, Apache, PHP, Java,
MySQL• Video projector, screen• Microphones, recording system• Switches etc.• Training, project management
AVALIKKUS
VIIS – who can use ?
Others ???
State institutionsAfter digital signature is in use and
end of document management programm
Advisors of ministers,chancellors
Then security is be OK
MinistersIn LAN of StC
State Chancellery8.08.2000
September2000
Autumn 2001 ???
When?
Appendices – screenshots and photos
Screenshots – login screen
Screenshots – list of meetings
Screenshots – the agenda and the description of the item of agenda
Screenshots – pre voting and comments
More pictures – before and now
17000 pages of paperevery week
Made by MicroLinkTerminal for minister
More pictures – the meeting hall
More pictures – the trainging for the ministers
More pictures
Relations - VIIS, document management software, web pages, groupware
VIIS
Documentmanagement
MIN
StC
GroupWare
link
Copy of file
New ideas
• The other meetings
• Video conferencing
• Chat room
• Public documents