E-government in the social security sector Frank Robben Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) General manager Crossroads Bank for Social Security Strategic advisor Federal Public Service for ICT Sint-Pieterssteenweg 375 B-1040 Brussels E-mail: Frank. Robben@ksz. fgov. be Website: http: //www. law. kuleuven. ac. be/icri/frobben
What is E-government ? n n E-government is a continuous optimization of service delivery and governance by transforming internal and external relationships through technology, internet and new media external relationships - government <-> citizen - government <-> business n internal relationships - government <-> government - government <-> employees n all relationships - are bidirectional - can be within a country or border-crossing Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 2 24/02/2005
Government n not monolithic - EU - in every country • • n n federal level regions communities provinces municipalities parapublic institutions private instutions participating in delivery of public services … integrated E-government is based upon common strategy, multilateral agreements and interoperability E-government contains the opportunity to realize one virtual electronic government with full respect for every specific competence Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 3 24/02/2005
Advantages n efficiency gains - in terms of costs: same services at lower total costs, e. g. • unique information collection using co-ordinated notions and administrative instructions • less re-encoding of information by electronic information exchange • less contacts • functional task sharing concerning information management, information validation and application development (distributed information systems) - in terms of quantity: more services at same total cost, e. g. • all services are available at any time, from anywhere and from any device • integrated service delivery - in terms of speed: same services at same total cost in less time • reduction of waiting and travel time • direct interaction with competent government body • real time feedback for the user Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 4 24/02/2005
Advantages n effectiveness gains - in terms of quality: same services at same total cost in same time, but to a higher quality standard, e. g. • • • more integrated service delivery more correct service delivery personalized and participative service delivery more transparant and comprehensive service delivery more secure service delivery possibility of quality control on service delivery process by customer - in terms of type of services: new types of services, e. g. • • push system: automatic granting of or information about services active search of non-take-up using datawarehousing techniques controlled management of own personal information personalized simulation environments Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 5 24/02/2005
E-government: a structural reform process n n ICT is only a means by which a result may be obtained E-government requires - considering information as a strategic resource for all government activity - change of basic mindset: from government centric to customer centric - re-engineering of processes within each government institution, each government level and across government levels - clear definition of mission and core tasks of every government body Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 6 24/02/2005
E-government: a structural reform process n E-government requires - co-operation between government bodies: one virtual electronic government, with respect for mission and core tasks of each government body and government level - co-operation between government and private sector - adequate legal environment elaborated at the correct level - interoperability framework: ICT, security, unique identification keys, harmonized concepts - implementation with a decentralized approach, but with coordinated planning and program management (think global, act local) - adequate measures to prevent a digital divide Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 7 24/02/2005
Information as resource: implications n information modelling - information is being modelled in such a way that the model fits in as close as possible with the real world • definition of information elements • definition of attributes of information elements • definition of relations between information elements - information modelling takes into account as much as possible the expectable use cases of the information - the information model can be flexibly extended or adapted when the real world or the use cases of the information change Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 8 24/02/2005
Information as resource: implications n unique collection and re-use of information - information is only collected for well-defined purposes and in a proportional way to these purposes - all information is collected once, as close to the authentic source as possible - information is collected via a supplier-chosen channel, but preferably in an electronic way, using uniform basic services (single sign on, arrival receipt of a file, notification for each message, …) - information is collected according to the information model and on the base of uniform administrative instructions Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 9 24/02/2005
Information as resource: implications n unique collection and re-use of information - with the possibility of quality control by the supplier before the transmission of the information - the collected information is validated once according to an established task sharing, by the most entitled institution or by the institution which has the greatest interest in a correct validation - and then shared and re-used by authorized users Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 10 24/02/2005
Information as resource: implications n management of information - information in all forms (e. g. voice, print, electronic or image) is managed efficiently through its life cycle - a functional task sharing is established indicating which institution stores which information in an authentic way, manages the information and keeps it at the disposal of the authorized users - information is stored according to the information model - information can be flexibly assembled according to ever changing legal notions - all information is subject to the application of agreed measures to ensure integrity and consistency Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 11 24/02/2005
Information as resource: implications n management of information - every institution has to report probable improprieties of information to the institution that is designated to validate the information - every institution that has to validate information according to the agreed task sharing, has to examine the reported probable improprieties, to correct them when necessary and to communicate the correct information to every known interested institution - information will be retained and managed as long as there exists a business need, a legislative or policy requirement, or, preferably anonimized or encoded, when it has historical or archival importance Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 12 24/02/2005
Information as resource: implications n electronic exchange of information - once collected and validated, information is stored, managed and exchanged electronically to avoid transcribing and reentering it manually - electronic information exchange can be initiated by • the institution that disposes of information • the institution that needs information • the institution that manages the interoperability framework - electronic information exchanges take place on the base of a functional and technical interoperabilty framework that evolves permanently but gradually according to open market standards, and is independent from the methods of information exchange Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 13 24/02/2005
Information as resource: implications n electronic exchange of information - available information is used for the automatic granting of benefits, for prefilling when collecting information and for information delivery to the concerned persons Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 14 24/02/2005
Information as resource: implications n protection of information - security, integrity and confidentiality of government information will be ensured by integrating ICT measures with structural, organizational, physical, personnel screening and other security measures according to agreed policies - personal information is only used for purposes compatible with the purposes of the collection of the information - personal information is only accessible to authorized institutions and users according to business needs, legislative or policy requirement - the access authorisation to personal information is granted by an independent institution, after having checked whether the access conditions are met - the access authorizations are public Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 15 24/02/2005
Information as resource: implications n protection of information - every concrete electronic exchange of personal information is preventively checked on compliance with the existing access authorisations by an independent institution managing the interoperability framework - every concrete electronic exchange of personal information is logged, to be able to trace possible abuse afterwards - every time information is used to take a decision, the used information is communicated to the concerned person together with the decision - every person has right to access and correct his own personal data Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 16 24/02/2005
Customer centric n unique declaration of every event during the life cycle/business episode of a customer and automatic granting of all related services, e. g. Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 17 24/02/2005
Customer centric n delivery of services that cannot be granted automatically to a customer - in an integrated way • information • interaction • transaction - re-using all available information • harmonized concepts • back-office integration • prefilled information Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 18 24/02/2005
Customer centric n delivery of services that cannot be granted automatically to a customer (ctd) - in a personalized way • look & feel and interface • content – only relevant information and transactions • personalized support – contextual help – own language – adapted vocabulary – on-line simulations - or at least based on the way of thinking of the customer group • life events (birth, marriage, etc. ) or business episodes (starting a company, recruiting personnel, etc. ) • life styles (sport, culture, etc. ) • life status (unemployed, retired, etc. ) or business sectors • specific target groups Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 19 24/02/2005
Customer centric n declaration of events and service delivery via an access method chosen by the customer - application to application - various end-user devices • PC, GSM, PDA, digital TV, kiosks, … - file transfer - use of intermediaries n n use of integrated customer relation management tools service delivery in principle free of charge Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 20 24/02/2005
Co-operation between government levels n in Belgium, a co-operation agreement has been signed between federal government, regions and communities - coordinated offer of e-services to citizens/companies - guarantee that a citizen/company can use the same tools • terminal • software • electronic signature - guarantee of a unique data collection from the citizen/company - with respect for the partition of competences between government levels Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 21 24/02/2005
Co-operation agreement between government levels n n n n co-ordinated, customer oriented service delivery agreements have to be made on common standards mutual tuning of portals, middleware, websites and back offices use of common identification keys and electronic signature mutual tuning of business processes when necessary gradual mutual task-sharing on data storage in authentic form common policy on SLA’s and security Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 22 24/02/2005
Co-operation government and private sector n private companies as service providers (sharing of investments), e. g. - network and security management - co-sourcing in BPR and development/maintenance/housing of ICT building blocks, e. g. • certification authorities • portals n private companies as partners - integrated work flow with their own information systems, e. g. • e-procurement • tax declaration • social security declarations Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 23 24/02/2005
Changes of the legal environment n organization of integrated data management and electronic service delivery: legal base for Royal Decree exists - n functional task sharing on information management obligation to respect unique data collection from the customer obligation to exchange information in an electronic way permission or obligation to use unique identification keys harmonization of basic concepts Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 24 24/02/2005
Changes of legal environment n ICT-law - n data protection public access to information electronic signature probative value no overregulation - only basic principles - technology-neutral, but not technology unaware Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 25 24/02/2005
Interoperability framework n goal: to guarantee the ability of government organizations and customers to share information and integrate information and business processes by use of - interoperable ICT common security framework common identification keys/sets for every entity harmonized concepts and data modelling Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 26 24/02/2005
ICT interoperability n examples on - www. govtalk. gov. uk and www. e-government. govt. nz (recent frameworks based on actual open ICT standards, to be implemented) - www. ksz. fgov. be (framework started in 1991 and implemented between 2. 000 Belgian social security institutions, with unique gateway to foreign social security institutions within the EU, and continuously adapted to evolving and proven ICT standards with backwards compatibility) n n n tendency to use of open ICT standards but ICT is so dynamic and fast changing that ICT standards are in an almost constant state of evolution huge need to agreements on how to ensure functional interoperability, far beyond technical interoperability Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 27 24/02/2005
Functional ICT interoperability n n n standardized codification (e. g. institutions, return codes, …) standardized use of objects and attributes standardized layout of header of messages, independent from information exchange format (EDI, XML, …) and type of information exchange version management backwards compatibility SLA’s on availability and performance of services access autorisation management anonimization rules acceptation and production environments priority management … Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 28 24/02/2005
Common security framework n issues - confidentiality integrity availability authentication autorisation non-repudiation audit Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 29 24/02/2005
Common security framework n specific points of interest - risk awareness based on risk analysis security policies structural and organisational aspects encryption standards electronic user and identity management • • • identification authentication validation of characteristics or mandates autorisation registration procedures PKI-environment - application security Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 30 24/02/2005
Common identification keys n at least common identification keys and identification sets for every entity - person - company - patch of ground n between nations - unique schemes - conversion tables n regulation of interconnection of information based on unique identification keys Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 31 24/02/2005
Common identification keys n characterictics - unicity • one entity – one identification key • same identification key is not assigned to several entities - exhaustivity • every entity to be identified has an identification key - stability through time • identification key doesn’t contain variable characterics of the identified entity • identification key doesn’t contain references to the identification key or characteristics of other entities • identification key doesn’t change when a quality or characteristic of the identified entity changes Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 32 24/02/2005
Harmonized concepts and data model n standard elements - with well defined characteristics - used within all services n n n OO-oriented, e. g. inheritance in a multilingual environment version management in an ever changing environment define once, use many (different presentations) workflow for validation of standard elements and characteristics multi criteria search - by element by scheme by version … Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 33 24/02/2005
A methodology to harmonize concepts n n n inventory of all documents (frequently) used for information collection inventory of collected information classification of collected information using a clustering methodology decomposition of collected information into “real life” classes with description of the asked attributes analysis of goals: what is every “real life” classes used for ? setting up of simplification propositions (e. g. senseless different treatment of same “real life” object) Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 34 24/02/2005
A methodology to harmonize concepts n n based on the simplification propositions, framing out of an OO information model for information to be collected design of XML-schema’s for the collecting of the information, corresponding to the OO information model legislative adaptations in order to introduce the uniform definitions of the information classes procedures in order to guarantee the consistency of the OO information model in an ever changing legal environment Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 35 24/02/2005
Some interesting Belgian projects n n social security sector network of service integrators integration of portal sites electronic identity card Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 36 24/02/2005
Social security n social security is a protection system against a variety of social risks - childhood - health care - incapacity for work due to • sickness • accidents - unemployment - old age n due to limited financial means, social security needs to work critically Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 37 24/02/2005
Definition of the problem n n n in most countries, a lot of institutions are active in social security information is one of the main production factors for each of these institutions the information needed by the institutions is quite similar - identification data concerning the professional and social status periodical data related to working periods and wages data concerning certain events, e. g. the occurence of a social risk Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 38 24/02/2005
Definition of the problem n lack of integration leads to - overloading of the citizens/companies • multiple collection of the same information by several government bodies • no re-use of available information • avoidable contacts with citizens/companies due to multiple, uncoordinated quality checks - waste of efficiency and time within the government bodies - suboptimal support of the policy made by government - higher possibilities of fraud Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 39 24/02/2005
Possible solutions n central data management (big brother concept) - not frequently implemented • privacy protection • technical feasability • threat for the autonomy of the institutions n distributed data management (network concept) - decentralised but unique data gathering - decentralised and distributed data storage, with functional task-sharing between social security institutions - data exchange via a network Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 40 24/02/2005
Belgian social security sector n n principles have been implemented under co-ordination of the Crossroads Bank for Social Security, in cooperation with 2. 000 public and private social security institutions functional and technical interoperability framework is functioning - between these institutions and all employers n every socially insured person has a unique identification key throughout the whole social security sector and an electronically readable social identity card containing this identification key Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 41 24/02/2005
Interoperability within social security onss spf ss onssapl e d t. ds xis n fo c. e sé FEDICT & National Register inasti cpsm spf e & t onafts Crossroads Bank for Social Security onem adp inami fat sickness funds network cimire fmp onp Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) ossom 42 onva 24/02/2005
Reference directory n n serves as a base for organization of information flows structure - directory of persons: what persons in what capacities have personal files in what social security institutions for what periods - data availability table: what data are available in what social security institutions for what types of files - access authorization table: what data may be transmitted to what institutions for what types of files n functions - routing of information - preventive access control - automatic communication of changes to information Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 43 24/02/2005
Information security n n n institutional measures organizational and technical measures based on ISO 17799 legal measures Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 44 24/02/2005
Institutional measures n n n no central data storage independent Control Committee preventive control on legitimacy of data exchange by Crossroads Bank according to authorizations of the independent Control Committee information security department in each social security institution specialized information security service providers working party on information security Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 45 24/02/2005
Independent Control Committee n n assigned by Parliament competences - supervision of information security authorizing the data exchange complaint handling information security recommendations extensive investigating powers annual activity report Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 46 24/02/2005
Information security department n n in each social security institution composition - information security officer - one or more assistants n n control on independence and permanent education of the information security officers is performed by the Control Committee can allow to commit the task of the information security department to a recognized specialized information security service provider Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 47 24/02/2005
Information security department: tasks n information security department - general management - takes the decision - is finally responsible recommends promotes documents controls reports directly to the general management - formulates the blueprint of the security plan - elaborates the annual security report Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) n - gives motivated feedback - approves the security plan - supplies the resources 48 24/02/2005
Contents of the security report n n general overview of the security situation overview of the activities - recommendations and their effects - control - campaigns in order to promote information security n n overview of the external recommendations and their effects overview of the received trainings Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 49 24/02/2005
Specialized information security service providers n n to be recognized by the Government recognition conditions - non-profit association - having information security in social security as the one and only activity - respecting the tariff principles determined by the Government n control on independence is performed by the Control Committee Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 50 24/02/2005
Specialized information security service providers n tasks - keeping information security specialists at the disposal of the associated institutions - recommending - organizing information security trainings - supporting campaigns promoting information security - external auditing on request of the institution or the Control Committee n each institution can only associate with one specialised information security service provider Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 51 24/02/2005
Working party on information security n composition - information security officers of all institutions n task - coordination communication proposal of minimal security conditions check list recommendations to the Control Committee Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 52 24/02/2005
Organizational & technical measures n n n security policies classification of information security requirements towards the personnel physical protection management of communication and service processes processing of personal data logical access control development and maintenance of systems continuity management internal and external control communication to the public of the policy concerning security and the protection of privacy Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 53 24/02/2005
Legal measures n obligations of the controller - n rights of the data subject - n principles relating to data quality criteria for making data processing legitimate specific rules for processing of sensitive data information to be given to the data subject confidentiality and security of processing notification of the processing of personal data right of information right of access right of rectification, erasure or blocking right of a judicial remedy penalties Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 54 24/02/2005
Information servers n information servers - n directory of persons of the Crossroads Bank National Register Crossroads Bank Registers work force register wages and working time database (LATG) of the ONSS employers directory (WGR) of the ONSS database of contribution certificates SIS-card and professional card registers services offered - interactive consultation - batch consultation - automatic communication of updates Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 55 24/02/2005
National Register - CBSS Registers - past situation National Register Municipalities Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 56 24/02/2005
National Register - CBSS Registers – present situation National Register Municipalities Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 57 24/02/2005
Preprocessed messages n preprocessed messages - beginning/end of labour contract, beginning/end of self-employed activity contribution certificates medical care (employees, self-employed, beneficiaries of social security allowances) unemployment benefits – career break allowances for incapacity for work (health care, accidents at work, occupational disease) young unemployed allowances to the handicapped guaranteed income – social support people suffering from long-term illness social exemption fiscal exemption derived rights (e. g. tax reduction/exemption, free public transport, . . . ) special contribution for social security solidarity contribution on old age pensions migrant workers … Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 58 24/02/2005
Preprocessed messages n services offered: - batch consultation - automatic communication of messages Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 59 24/02/2005
Contribution certificate health care sector – past situation Employees Employer Sickness funds Control INAMI ONSS Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 60 24/02/2005
Contribution certificate health care sector - present situation Employees Employer KSZ-BCSS Sickness funds Control ONSS Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) INAMI 61 24/02/2005
Derived rights in tax affairs n n a number of people are entitled to an increased refund of the costs for medical care moreover, a number of municipalities and provinces grant these persons reductions or even exemptions of the taxes Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 62 24/02/2005
Derived rights in tax affairs - past situation Sickness fund Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 63 24/02/2005
Derived rights in tax affairs - present situation CBSS sickness funds network Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 64 24/02/2005
Social security card n functions - reliable, electronically readable identification card in the hands of each social insured person, that contains the unique social security identification number - electronic support owned by every social insured person, containing information on his social security status needed by bodies not connected to the social security network • first application: proof of health care insurability status to health care professionals applying the third payer rule n n protected memory chip card having a capacity of 8 kbits, respecting ISO 7816. 1 -7816. 5 delivered to every insured person (10. 000 cards) Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 65 24/02/2005
Social security card name Christian name date of birth sex social security number period of validity of the card number key 1 1234567890 key 2 Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 66 sickness fund registration number insurance period insurance status social exemption status other data to be added in the future, if useful 24/02/2005
Social security card - example 1 Social identity card Decryption card in chemistries and hospitals Sickness fund 1 CBSS CIN Sickness fund 2 Sickness fund 3 Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 67 24/02/2005
Social security card - example 2 EMPLOYER ONSS CBSS Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 68 24/02/2005
Interoperability outside social security Internet Publilink R R R Internet services FW Other extranets Access servers R Fed. MAN FW R R Backbone FW FW FW R R R Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) R R Crossroads bank for social security 69 R R R 24/02/2005
Social security portal Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 70 24/02/2005
Integrated service delivery n n n common basic services (e. g. single sign on, notification information several categories of transactions - transactions at the beginning or the end of employment (DIMONA) - quarterly declaration of wages and working time - transactions when a social risk occurs - transactions in order to manage information about yourself - transactions in order to control the quality of the service delivery process -. . . Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 71 24/02/2005
Integrated service delivery n n n harmonized concepts harmonized data model and XML-schemes self-service and personalization customer relation management contact center Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 72 24/02/2005
Transactions at beginning/end of employment Simplification Employment contract Work force register On line consultation Special work force register Indivudual document Students contract ONSS Inspection Work force register Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) Database 73 24/02/2005
Immediate declaration of employment n can only be done electronically via - n n FTP/MQSeries interbanking network social security portal vocal server 24/7 offers the employer a key to on-line consultation and correction - of the database on employment - by using a electronic certificate, of the database concerning wages and working time and other derived databases - concerning his employees and the period of employment Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 74 24/02/2005
Quarterly declaration wages & working time Simplification Activiteit 3 Activiteit 2 Activiteit 1 Employer one electronic declaration ONSS INAMI FAT ONEM old age ion ens p ONP FMP CBSS ONAFTS Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 75 holiday pay ONVA 24/02/2005
Quarterly declaration wages & working time n can only be done electronically via - FTP/MQSeries - interbanking network - social security portal n n 24/7 can, by using an electronic certificate - be consulted and corrected on-line by the employer - concerning his employees and the period of employment Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 76 24/02/2005
Electronical declaration of social risks n past situation: multiple collection of information by using various, complex, not co-ordinated paper forms Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 77 24/02/2005
Electronical declaration of social risks n actual situation - limitation of the collected information to the information not yet available at other public services (abolition or at least significant simplification of forms) - unique collection of information from the employer - in a standardized way across all social security institutions - can be done on paper or electronically (24/7) via • FTP/MQSeries • interbanking network • social security portal - uniform instructions Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 78 24/02/2005
26 operational transactions n n n quarterly multifunctional declaration of wages and working times to the National Office for Social Security (NOSS) correction of the quarterly declaration to the NOSS DIMONA-declaration consultation of the workforce register consultation of the directory of employers integrated electronical declaration of building yards consultation of overdue payments of social security contributions by an employer declaration of temporary employment of foreign employees in Belgium declaration of temporary unemployment + validation book consultation of the holiday database declaration of an industrial accident, monthly report and resumption of work after an industrial accident simplified declaration of an industrial accident Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 79 24/02/2005
26 operational transactions n declaration of the beginning of a part-time job with retention of rights to unemployment benefits (unemployment sector) - n monthly declaration of part-time work for the calculation of guaranteed income payments (unemployment sector) - n n n n private sector education, municipalities or provinces monthly submission of work as an employee employed in a protected workplace (unemployment sector) monthly submission of work in the framework of an activation programme (unemployment sector) declaration for the establishment of young people’s vacation rights (unemployment sector) monthly declaration of young people’s vacation hours (unemployment sector) annual submission of temporary unemployment monthly submission of hours of temporary unemployment authorized request for the temporary removal of a pregnant employee (sector of professional diseases) Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 80 24/02/2005
Further evolution n 01. 04. 2005 - n 01. 10. 2005 - n quarterly multifunctional declaration of wages and working times to the National Office for Social Security for the Local Authorities application for unemployment benefits declaration of fulltime or half-time early retirement electronic data exchange between sickness funds and employers necessary to deal with an application for benefits in case of incapacity for work, maternity leave, complete or partial leave from work as a measure to protect motherhood, leave for fatherhood declaration of an employee’s holiday days declaration of resumption of work after a period of incapacity for work authorized request for the temporary removal of a pregnant employee (sector of professional diseases) 01. 2006 - monthly declaration of the reprise of adapted work during a period of incapacity of work Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 81 24/02/2005
Some figures n n n information exchange between all 2, 000 social security offices takes place through 170 types of electronic messages in stead of hundreds of types of paper forms 378. 314. 473 electronic messages have been exchanged in 2004 response time on-line messages question CBSS answer 98, 46 % in < 1 sec 99, 8 % in < 2 sec Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) question 82 98, 54 % in < 4 sec 24/02/2005
Some figures n n 50 types of declaration forms to social security have been abolished in the remaining 30 declaration forms the number of headings has been reduced on average to a third of the previous number 97% of the employers uses application to application exchange, only 3% of the employers uses portal transactions workforce register has been abolished in each company Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 83 24/02/2005
European framework n n Treaty of Rome: free movement of persons => need for co-ordination between social security schemes of the Member States Co-ordination Regulations 1408/71 and 574/72: 4 basic principles: - n only one applicable national legislation period equal treatment: no discrimination based on nationality aggregation of insurance, employment and residence periods exportability of rights co-ordination regulations imply a lot of information exchange between social security institutions of different Member States Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 84 24/02/2005
Current situation n n n a lot of information is still exchanged on paper forms (E-forms) elaborated by the Administrative Commission on Social Security for Migrant Workers with same structure and contents in all official languages of the European Union 78 types of forms exchange of paper forms appears cumbersome, complicated and expensive this may deter possible migrant workers Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 85 24/02/2005
Role of TESS n n n TESS = TElematics for Social Security managed by Technical Commission on Data Processing set up to develop telematic services for the implementation of the Union provisions on social security Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 86 24/02/2005
Global aim n n n the quality level of services provided by a social security institution to an insured person may not decrease because this person (e. g. migrant or frontier worker, tourist, student, pensioner, . . . ) made use of his right to move within the EU therefore, administrative procedures should be simplified by interconnecting the information systems of the social security institutions involved in order to improve the acquisition of rights, the award and the payment of benefits resulting from the application of the Regulations 1408/71 and 574/72 Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 87 24/02/2005
Staged implementation strategy n n n exploration of problems and solutions building up of a reference system in the pension and the health care sector expansion of the reference system to all institutions concerned from all sectors from all Member States Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 88 24/02/2005
Exploration of problems and solutions n n analysis of the major problems encountered with the current paper form exchanges definition of common architecture rules - n n identification set TESS domain for interoperability forwarding point concept use of standards validation by a prototype in the old age pension sector between 7 institutions from 7 Member States elaboration of the TESS Master Plan Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 89 24/02/2005
Problems encountered with paper forms n n n n difficulties identifying the insured person difficulties determinating the competent social security institution in another Member State problems of interpretation of the exchanged forms inability to adapt the forms quickly conflicts between data protection and the obligation to exchange information difficulties in managing the exchange procedure difficulties for the insured person in acquiring appropriate advice Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 90 24/02/2005
Identification of the insured person n Problems n - the data necessary for the identification varies from Member State to Member State and sometimes even from one sector of social security to another within the same Member State - each institution only registers the identification data it needs itself Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 91 Elements of solution - definition of a basic identification data set for each country - each institution that sends a form agrees to provide the identification set related to the destination state - each institution that receives a form agrees to be able to identify a person on the base of this set 24/02/2005
Designation of the competent institution n Problems n - the criteria defining the competence of institutions vary from Member State to Member State and from one social security sector to another: - each institution that sends a form agrees to provide the adequate criteria for the designation of the competent institution in the destina-tion state - a unique entry point (forwarding point) per social security sector in each state is responsible for the routing to the competent institution in that state • territorial criteria • employment criteria • free choice of the insured Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) Elements of solution 92 24/02/2005
Problems of interpretation n Problems n - - maximal structuring of the possible answers - glossary of concepts containing links between the basic concepts of the different Member States - offices specialised in foreign and international law - the law of a Member State is always applied by an institution of that Member State different alphabets different languages too much free text basic concepts vary from Member State to Member State => problems of conceptual translation - insufficient knowlegde of the foreign and international law which institutions are rarely confronted with Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) Elements of solution 93 24/02/2005
Inability to adapt the forms quickly n Problems n - the elaboration and adaptation procedures of the forms are lenghty and expensive => the official forms are inappropriate => unofficial variants are created and used - result: Elements of solution - to encourage the exchange of electronic forms - modular structure of the forms: directory of possible questions, related to the glossary of concepts • administrative problems • delays for the insured persons Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 94 24/02/2005
Data protection n Problems n - some Member States forbid the export of data to other Member States which don’t guarantee an equivalent data protection - lack of coordination of organisational and technical data protection measures Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) Elements of solution - implementation of the directive 95/46/EC and 02/58/EC in each Member State - minimum organisational and technical security norms 95 24/02/2005
Managing the exchange procedure n Problems n - no following up of exchanged forms - no statistics about the exchange procedures Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) Elements of solution - systematic acknowledgement of receipt of forms - interchange agreements - interchange management by statistics 96 24/02/2005
Identification set Main Information - national registration key (NRK) in the receiving Member State - surname at birth - current surname - Christian name - date of birth - place of birth Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 97 Complementary information in case of missing NRK - sex - last address in the receiving Member State 24/02/2005
TESS & national domains National Domain CI CI National Domain FP CI FP Domain CI National Domain Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) FP CI FP FP CI CI TESS FP National Domain CI CI CI Legend CI: Competent Institution FP: Forwarding Point National Domain 98 24/02/2005
Today’s situation n n n the Master Plan is the basis for all of the work an inventory of decisions describes all common architectures rules tangible results are achieved with the operational exchange of E 2 XX and E 5 XX messages in the old age pension sector and the forms E 125 and E 127 in the health care sector exchange of other E 1 XX messages in the health care sector is being developed gradual evolution from EDIFACT to XML paper European health insurance card proposal of an electronic European health insurance card, to be integrated with national initiatives Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 99 24/02/2005
Towards a network of service integrators Service integrator R/CPS Services repository Extranet region or community Services repository Service integrator (CBSS) SSI Extranet social security SSI Internet Municipality FPS SSI FPS Services repository Publilink ? City FEDMAN Province Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) FPS 100 Services repository Service integrator (FEDICT) 24/02/2005
Towards a network of service integrators n type of exchanged information - n structured data documents images multimedia metadata business processes using web services Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 101 24/02/2005
Towards a network of service integrators n useful functions of service integrators (FEDICT, CBSS, …) - secure messaging - business logic and work flow support - directory of authorized users and applications • list of users and applications • definition of authentication means and rules • definition of authorization profiles – which service is accessible to which type of user/application for which persons/companies in which capacities in which situation and for which periods - directory of data subjects • which persons/companies in which capacities have personal files in which institutions for which periods - subscription table • which users/applications want to receive automatically which services in which situations for which persons in which capacities Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 102 24/02/2005
Towards a network of service integrators n key issues - evolution of standards collaboration with vendors not limited to public agencies national, European & international standards every partner is free to implement internally in his own way: black box philosophy Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 103 24/02/2005
Portal sites: actual situation intermediaries employees suppliers customers • citizens • companies business intelligence partners PORTAL A • single sign on • personalization • user groups • multi-channel • aggregation back-end systems, e. g. • ERP • groupware • DB’s • applications content management directory Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) PORTAL B • single sign on • personalization • user groups • multi-channel • aggregation 104 business intelligence back-end systems, e. g. • ERP • groupware • DB’s • applications 24/02/2005
Portal sites n need to strike the right balance between roles in delivering e-government services: not a single, but many one-stop shops (public and private) Content and Services Public Private Channel Public Private Leading portals Local service providers Government ASP’s Banks Associations PPP… Government own portals Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) Government-hosted community sites Source: Andrea Di Maio - Gartner 105 24/02/2005
Portal sites n public institutions need to concentrate on core activities, such as - information • • modular up to date information blocks concerning public services with standardized metadata based on standardized thesauri in generally accessible content management systems with separation between content and metadata (reuse, don’t rewrite) that can be submitted to automatical re-indexation - transactions • applications that can be easily integrated in private or public portal sites Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 106 24/02/2005
Portal sites n public portals should have added value - integration of services • information • work flow based on life events of the customers • integration with work flow of customers - coordinated basic services for own customers • • • single sign on ticketing logging notification service … Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 107 24/02/2005
Portal sites: to be situation intermediaries employees suppliers customers • citizens • companies partners PORTAL A • single sign on • personalization • user groups • multi-channel • aggregation business intelligence back-end systems, e. g. • ERP • groupware • DB’s • applications PORTAL B • single sign on • personalization • user groups • multi-channel • aggregation directory Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) content management 108 content management directory back-end systems, e. g. • ERP • groupware • DB’s • applications business intelligence 24/02/2005
Portal sites n other key issues - multidimensionality: accessibility of same services through different « views » - multi channel enabling - citizen/company relation management • integrated service delivery, across all used channels • personalization of service delivery – first step: personalized home page for every company on social security portal • evolution to push system • quality control • feedback mechanisms for permanent improvement of service delivery - contact center Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 109 24/02/2005
Electronic identity card Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 110 24/02/2005
Electronic identity card n retained functions - visual and electronic identification of the holder - electronic authentication of the holder via the technique of the digital signature - generation of electronic signature via the technique of the digital signature (non repudiation) - proof of characteristics of the holder via the technique of the digital signature on the initiative of the holder - only identification data storage - no encryption keys (yet) - no biometric data (yet) - no electronic purse Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 111 24/02/2005
Electronic identity card: content n visual - the name the first two Christian names the first letter of the third Christian name the nationality the birth place and date the sex the place of delivery of the card the begin and end data of the validity of the card the denomination and number of the card the photo of the holder the signature of the holder the identification number of the National Register Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 112 24/02/2005
Electronic identity card: content n electronic - the same information as printed on the card the authentication identity and electronic signature keys the authentication and electronic signature certificates the accredited certification service furnisher information necessary for authentication of the card and securization of the electronic data - the main residence of the holder Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 113 24/02/2005
No storage of other electronic data on the card n why not ? - preventing perception of the card as a big brother - preventing loss of data, when the card is lost - preventing frequent updates of the card n n stimulation of the controlled access to data over networks, using the card as an access tool, rather than storage of data on the card thus, no integration of SIS-card and electronic identity card Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 114 24/02/2005
Organization model n n government chooses card producer and certification authority issuing the identity certificates as a result of a public call for tenders the municipality calls the holder for the issuing of the electronic identity card the municipality acts as registration authority for 2 certificates: authentication and electronic signature 2 key pairs are generated within the card at production time and the private keys are stored within the chip of the card Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 115 24/02/2005
Organization model n n the 2 certificates are created by the certification authority, but published only when the holder agrees the use of the private keys within the chip needs an activation of the card by a municipal official using his PUK 2 and the PUK 1 sent to the holder first authentication within one session (first private key) and every generation of an electronic signature (second private key) requires the PIN code of the holder the second private keys and the identity certificate on the electronic identity card can be used to generate an electronic signature within the scope of E-government applications which require such a signature Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 116 24/02/2005
Organization model n the electronic identity card contains the necessary space to store other private keys associated to attribute certificates that holder can obtain at the certification authority of his choice Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 117 24/02/2005
Organization model ERA 1 2 10 3 & ne läii ikä att M N Me PI n PU K 1 -c 8 e od 6 4 9 5 7 VRK CA Bull CM/CP/CI Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) CA 118 24/02/2005
Some figures n nearly all 589 Belgian municipalities can deliver electronic identity cards n 215. 000 electronic identity cards have been delivered yet n all Belgian citizens having reached the age of 12 will receive their electronic identity card by 2009 Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 119 24/02/2005
Critical success factors n E-government as a structural reform process - process re-engineering within and across public institutions - back-office integration for automatic granting of services - integrated and personalized front-office service delivery n n n n support of and access to policymakers at the highest level co-operation between all actors concerned based on repartition of tasks rather than centralization of tasks quick wins combined with long term vision focus on more efficient and effective service delivery rather than on the fight against fraud respect for legal repartition of competences between actors legal framework creation of an institution that stimulates and co-ordinates Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 120 24/02/2005
Most important barriers n n privacy and security average public sector project is more complex than average private sector project, due to - interaction with a larger number of stakeholders (elected officials, public employees, members of interest groups, voters, tax payers, recipients of public services, other government bodies, other government levels, …) - execution in a less stable environment n n complexity of BPR in a government environment race for quick wins (cf surveymania) doesn’t stimulate development of well conceived systems based on reengineering Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 121 24/02/2005
Most important barriers n n public sector tends, perhaps for reason of prestige, to favour tailor-made, high-risk, state-of-the-art solutions even when alternative, off-the-shelf, cheap, tried and tested systems are available in the public sector, there is typically no financial margin of value to be added by innovation intermediaries often perceive e-government as a threat skills and knowledge Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 122 24/02/2005
Most important barriers n need for radical cultural change within government, e. g. - from hierarchy to participation and team work meeting the needs of the customer, not the government empowering rather than serving rewarding entrepreneurship within government ex post evaluation on output, not ex ante control of every input Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 123 24/02/2005
More info n Crossroads Bank for Social Security http: //www. ksz. fgov. be n FEDICT http: //www. fedict. be n portal sites - federal portal: http: //www. belgium. be - social security portal: https: //www. socialsecurity. be n personal website - http: //www. law. kuleuven. ac. be/icri/frobben Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT) 124 24/02/2005
Th@nk you ! Crossroads Bank for Social Security Federal Public Service for ICT (FEDICT)
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