e Municipality 2012 — local digital agenda Ellen

e. Municipality 2012 - local digital agenda Ellen Karin Larsen, KS

• • • National municipal member organzation 430 municipalities 19 counties approx. 500 public enterprises approx. 250 employees (150 at the head office in Oslo and 100 in regional offices) e. Kommune 2012 About KS - NALRA

e. Kommune 2012 e. Goverment group This is KS’s e. Government-group, our boss, 3 consultants, 1 journalist and 1 project employee

• Collaboration with central government on policy development and also on concrete development projects. • Preparation of e. Government policy documents for local and regional authorities • Developing standards and specifications for ICT-systems – allow for integration and seamless transfer of information between citizens/businesses, local/regional authorities and central government • An e. Government-forum for local and regional authorities • e. Capacitybuilding for CEO’s has also been an key issue for the group (CEMSDI) e. Kommune 2012 Main activities

e. Kommune 2012 ” Norwegian municipalities and counties will be among the best in the world on digital services and e-government”

1. 2. 3. 4. 5. 6. 7. 8. Local democracy and participation in information society Online services ICT in healthcare NAV reform and ICT in basic education Geographic information E-commerce Electronic filing and processing 9. 10. 11. 12. 13. 14. 15. 16. Information security ICT architecture Open standards Integration of ICT systems Open software Green ICT Broadband Intermunicipal ICT cooperation 17. Strategic ICT leadership 18. Capability planning e. Kommune 2012 Focus areas in e. Municipality 2012

• A total of 46 goals for municipalities and counties • A total of 42 measures that KS aims to implement • In addition, own goals and measures for: School: 11 goals and 13 measures Health: 7 goals and 14 measures e. Kommune 2012 High ambitions!

Status • Few municipalities have established "modern" channels of dialogue with citizens (blog, wiki, chat, sms, etc. . ) • Some municipalities have introduced lap top’s to the members of the municipal council’s • Electronic elections still on test • 20% of municipalities are using social media • According to norge. no quality reviews, the municipalities have improved significantly in recent years e. Kommune 2012 Local democracy and participation in information society

Challenges • How to use technology to strengthen local democracy? • How to engage young voters? • How to get the elderly to use electronic services? • Access for disabled e. Kommune 2012 ”Local democracy”

e. Kommune 2012 ”Internet Services”

• • Streamline internal processes Automation of processes Improve quality Shorten the processing e. Kommune 2012 ”Why Internet Services”?

• Information about the municipality's organization, activities and services 24 / 7 • Dialogue with elected representatives and municipal management on the web • Submitting applications online • Access to local procedures (transparency) • Access to public data, e. g registry data and map data • Interaction between public institutions e. Kommune 2012 ”What do citizen’s expect”

• Inclusion and participation for all in information society • Information and services 24 / 7 • Electronic interaction between government agencies • Efficiency of administration and service • Increased service quality • Information Security and Privacy e. Kommune 2012 ”What do the government expect”

• Report no. 30 (2002 -2003) Digital Norway • e. Norway 2009 (2005) • Report no. 17 (2006 -2007) An information society for all • Knowledge-enhancement(2006) education • Interaction 2. 0 (2008) National strategy for electronic cooperation in the health care sector • Report no. 31 (2007 -2008) Quality in Education Report no. 36 (2008 -2009) Electronic commerce Government strategies are not always consistent Priority issues e. Kommune 2012 Government strategies and action plans

• • Public Administration Freedom of Information Archives Privacy Health Legislation Partition Act (proberty) Planning and Building Curricula (ICT as a 5 th skill) Laws and regulations are complex and not always consistent? e. Kommune 2012 Laws and regulations

• Less than half of the efficiency potential is realized in the public sector (Report: ICT in practice Rambøll Management) • A survey from England shows that receipt of public inquiries face-to-face cost NOK 175, while communication over the Internet cost NOK 3, -! e. Kommune 2012 How to realise the benefits?

• Process- and cost / benefit analysis in Norwegian municipalities shows that online services can be very profitable. • Example Receiving and processing applications for serving alcohol (hourly cost NOK 400, -): - Cost manual processing NOK 580, - Cost online processing NOK 40, • Processing time is reduced from 14 to 2 days! • Increased status for the municipality! e. Kommune 2012 Online Services

• introduction of new technology • changes in organization • changes in old working processes e. Kommune 2012 This may require

e. Kommune 2012 Different service levels Personification (Proactive, automated ) Transaction (Full electronic case handling) Two-way Interaction (Electronic forms ) One-way interaction (Downloadable forms) Information

e. Kommune 2012 Challenges to reach level 4 Collaboration with other agencies

New tool for collaboration: Birth and Name Pregnancy e. Kommune 2012 ”A new child e. Dialogue” – concept Tax directorate – collaboration project The child into society selection Possible New children's services in the dialogue: Melding om fødsel Helsekort gravid Svangerskap spenger Farskapsmelding Første gangs navnevalg Fødselsattest Foreldrepenger Barnetrygd Helsekort barn Vaksinasj onsregist er SYSVAK Søknad om barnehag eplass Søknad om kontantstøtte

Birth case study - (Focus: Healthcare and National Register) Kommunehelsetjenesten Fastlege / Helsestasjon / Jordmor Helsekort < papir > • ”Helsekort” utstedes og følger den gravide Før fødsel: < papir > • Den gravide tildeles fødested (brev til gravid/fastlege/helsestasjon) gjennom svangerskapet • Svangerskapskontroll med ultralyd i 18. uke. • Fastlege / helsestasjon sender søknad om • Eventuelle andre prøver (f. eks. svangerskapskontroller Søknad om svangerskapspenger • Fastlege / helsestasjon kan ha dialog med < papir > behov fødested • Fastlege / helsestasjon gjør jevnlige Helsejournal for barnet skadelig for fosteret vil fastlege / helsestasjon vurdere behovet for endret arbeidssituasjon eller permisjon med svangerskapspenger (i samråd med arbeidsgiver). Skjema sendes NAV. • Kontakt med fastlege/helsestasjon ved spesielle sykehus ved spesielle behov < lokal elektronisk løsning> fostervannsprøve) avtales < papir > • Fødselsrapport sendes til helsestasjon svangerskapet Etter fødsel: • Fødselsmelding sendes Medisinsk • Hjemmebesøk fra helsestasjon innen 2 uker. fødselsregister og Det sentrale folkeregister (DSF) • 6 kontroller på helsestasjon første leveår (barnet har egen journal (basert på lokale løsninger) Fødselsmelding < papir > • Diverse interne prosesser sykehus (avhengig av fødselsnummer) • Rapportere til nasjonalt vaksinasjonsregister Det sentrale folkeregister (DSF) Melding om navnevalg • Ved fødsel journalføres ”Helsekortet” fra • Tar imot fødselsmelding fra Norsk helsenett Fødselsnummer papir > < (Forutsetter FNR) (elektronisk) eller i papirform fra sykehus/helseforetak. Melding (XML) < papir > • Utsteder fødselsnummer og sender tilbake til Kvittering tilbake (XML) Fødselsattest norsk helsenett (elektronisk) eller i papirform til sykehus/helseforetak. Elektronisk fødselsmelding MFR Norsk helsenett ASP / Formidlingssentral for sykehusene (eiet av de regionale helseforetakene) • Tar imot navnevalgsskjema (papir) og registrerer navn på barnet. • Utsteder fødselsattest og sender til foreldre < papir > Elektronisk fødselsmelding DSF (papir) FNR melding (XML) NAV Attesteres av mor og offentlig person < papir > Etter fødsel: Fødselsrapport Medisinsk fødsels-register (MFR) Vaksinasjonsregister Farskapsmelding (hvis far ikke gift med mor) • Dersom den gravide har en yrkessituasjon som er e. Kommune 2012 Mottar og behandler farskapsmelding og søknad om svangerskapspenger • Graviditet konstateres Søknad om fødested (SYSVAK) Før fødsel: Helseforetak (sykehus)

e. Kommune 2012 Investments and return Investments Kr Personification (Proaktivt, automatisert) Transaction (Full electronic case handling) Two-way Interaction (Electronic forms ) One-way interaction (Downloadable forms) Information Return - Economic - Society

ICT in health • Still many municipalities without a electronic patient record (EPR) system. – This is a prerequisite for electronic collaboration. – Most municipalities with more than 10 000 inhabitants have an EPR system (digital divide) Use of electronic patient record system (2010): 50 000 eller flere 9% 9% 20 000 -49 999 7% 4% 10 000 -20 000 15 % 5 000 -10 000 2 000 -4 999 Under 2 000 11 % 82 % 89 % 85 % 16 % 21 % 24 % 73 % 16 % 24 % Usikker/Vet ikke 63 % Nei Ja 51 %

Status • 3. 4 students per. PC in primary school, but large differences between municipalities and schools • 2. 0 students per. PC in high school • Local ICT initiatives are often random • Digital tools are used too rarely in the subjects • Limited access to digital learning resources • ICT skills among teachers are limited e. Kommune 2012 ICT in schools

e. Kommune 2012 Utfordring : Raske endringer

e. Kommune 2012 What is Digital Literacy? "Digital literacy is the skills, knowledge, creativity and attitude that everyone needs to be able to use digital media for learning and mastery of the knowledge society. " Definition: Norwegian Institute for Technology in Education

§ Digital divides § ICT included in school development § Digital manners and netiquette e. Kommune 2012 Challenges

e. Kommune 2012 § Utilizing digital tools in the subjects § Better access to digital learning resources § Digital assessment more incorporated § Documenting learning benefits § Strengthening ICT in teacher education

§ Program for digital competence 2004 -2008 • Focus on infrastructure § The knowledge-enhancement: • Using digital tools is a basic skill that will be incorporated into all curricula § St. meld. nr. 31 (2007 -2008) Quality in Education : • Information technology must have a place in schools that reflects the central social importance of ICT e. Kommune 2012 Government strategies and plans– in progress

• Management • Skills development • Digital learning resources • Digital evaluation e. Kommune 2012 Focus on:

This is about all areas of municipal activity But particularly important within • Health and social care services • Social Services e. Kommune 2012 The municipality is responsible for the privacy and information security

Lacks foundation and expertise in local government • Management little / not involved • Includes more than just the area of ICT • Information security is not a one-off project • Security Manager do not use enough time Inter-municipal ICT cooperation • Expertise in information security away from the municipalities • Municipalities "outsources" the responsibility e. Kommune 2012 Challenges

• ICT architecture will help to describe the relationship between the strategic objectives and the technological needs In Norway • FAOS • FAKS – with the 10 largest municipalities e. Kommune 2012 ICT Architecture

e. Kommune 2012

Standards Strategy e. Kommune 2012 Basic components

e. Kommune 2012 Architecture Principles • Service Orientation • Interoperability • Availability • Safety • Openness • Flexibility • Scalability

• Shall prevent municipalities locked to a software vendor or a product • Promotes cooperation in the public sector • Requirement specifications in the future should include requirements for suppliers to support open standards e. Kommune 2012 Open standards

Agency for Public Management and e. Government e. Kommune 2012 www. standard. difi. no

• In different ways • Tailor-made • Based on standards • Expensive • Demanding Expertise • Required for transmission of data between different systems e. Kommune 2012 Integration of ICT systems

• Gartner Group says that 80% of all software developed in 2012 will have elements of free software • Interest group for free software established • National Centre for Free Software established (KS owns 20%) www . frip rog. no e. Kommune 2012 Open software

e. Kommune 2012 Broadband – But the ”band” is not always very ”broad” – Rural areas a challenge

Municipalities under pressure • Increased demands for services • Expectations of a higher quality of ICT services • New applications • Digitalization of business processes and user dialogue to improve quality and efficiency • Expectations of increased efficiency • ICT more "business critical” • Faster technological development Intermunicipal ICT cooperation a smart strategy to meet new requirements - in particular for small municipalities Important: Municipalities must have strategic ICT competence, procurement expertise and knowledge of the realization in their own organization e. Kommune 2012 Intermunicipal ICT cooperation

e. Kommune 2012 Strategic ICT management: GOAL: In the course of 2009 Chief Executive Officers in local and regional authorities should have acquired sufficient competense to lead ICT strategy development and realise the benefits of ICT investments

Chief Executive Officers (CEO) look at their own ICT skills as a significant barrier to effective planning and utilization of ICT e. Kommune 2012 National survey 2007:

Organisation 80% Processes Technology 20% e. Kommune 2012 Chief Executive Officers have to understand that benefits can only be realised through changes in organisation and work processes

• NALRA will provide courses in strategic ICT management and benefit realisation for CEO’s in municipalities and regional authorities e. Kommune 2012 NALRA’s initiatives:

• • • create basic understanding of challenges faced by municipalities in the information society prepare a strategic ICT plan, based on "e. Municipality 2012 - local digital agenda" (including methodologies and tools) realise the benefits of ICT through organisational changes as well as changes in working methods (change management) e. Kommune 2012 Result: A training course for CEO’s which include the following objectives:

Elements in a strategy process 1. Creating the project organization 2. Status analysis (where are we? ) and opportunity analysis (where do we want to be? ) 3. Goals and measures (for each priority area) 4. Cost-benefit assessment related to the goals 5. Assessment of the collaboration solution (can we do this better and cheaper together) 6. Action Plan 7. Summary for budget

• The staff's ICT skills are essential for effective management and service • Management's ICT skills are related to the impact of ICT as a strategic tool, and they have to understand the importence of Capability Planning e. Kommune 2012 Capability Planning

Examples of competency assessment of health care e. Kommune 2012 personnel in a large municipality

e. Kommune 2012 Copy documents

• Coordination of ICT solutions in the municipal sector and between government agencies and municipalities • Standardization and development of common tools and specifications in the municipal sector • Integration of screen dialogue solutions, workflow / archive systems and technical systems e. Kommune 2012 Main challenges ahead?

• Increased national and inter-municipal cooperation • Development of common solutions and common components such as e. ID, e. Signature, Portals • Information Security and Privacy • Increased use of free software • Linking ICT to the realization of benefits, organizational development and change management e. Kommune 2012 …more challenges

www. ksikt-forum. no e. Kommune 2012 More information: KS IKT-forum