Workflow Management Systems in Parliamentary Research Services Erik

Workflow Management Systems in Parliamentary Research Services Erik Axelsson, Charlotte Albrektson & Bertil Hansson ECPRD ICT-meeting, Bucharest 18 -19 November 2010 18/03/2018

Contents of Presentation • Results of ECPRD request on workflow management systems • Presentation of the Riksdag Research Service’s electronic workflow management system • Concluding remarks 18/03/2018

ECPRD Request 1525 on Workflow Management Systems • Background: gather information before starting the process of purchasing a new workflow management system for the Riksdag Research Service • All ECPRD-correspondents • 40 responses from chambers in 35 countries + EP and PACE 18/03/2018

The Questionnaire • Background questions to get a better picture of different research services’ needs for workflow management systems • Main focus to investigate the use of workflow/document management systems 18/03/2018

Background: Number of Requests • Great variety: <100 to >100 000 requests/year • Most commonly 1 000 to 3 000 • Explanations? - size of chamber - different clients 18/03/2018

Occurrence of Workflow Management Systems 18/03/2018

Many Requests = Workflow System? 18/03/2018

Type of Workflow Management System • In-house developed most common • Based on a commercial product, eg Lotus Notes, Sharepoint… 18/03/2018

Year of Introduction • A few pioneers in the 1990 s • The vast majority introduced during the last 510 years • Older systems replaced or further developed 18/03/2018

Fields of Application • Monitor the workflow (of course…) • Other purposes - retrieve statistics - following up of activities - planning 18/03/2018

Searching Possibilities • Many systems have a search function • A common purpose is to reuse information from previous responses 18/03/2018

Archiving • Archiving of requests and replies • Archiving of correspondence - Part of the system - Separate database - No need 18/03/2018

Future Plans • Eight chambers indicate that they plan, or just have initiated, the purchase of a workflow management system 18/03/2018

Research Service of the Riksdag • 40 researchers • About 2 000 requests/year • Our clients: Party secretariats, MPs, ECPRD, Standing Committees, Riksdag Administration • Always written replies - memorandums 18/03/2018

Our Electronic Workflow System - Rut. Upp • Introduced in 1995 • Developed in-house • A Lotus Notes database • Substantial development over the years 18/03/2018

Fields of Application • Resource management / planning - Tool for Head of Research Service and heads of sections • Workflow - Tool for researchers 18/03/2018

Web Based Form 18/03/2018

Newly arrived requests Requests/ye ar 18/03/2018

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Current requests / section Memorandums attached to requests Link to database with requests and memorandums 1995 -2005 18/03/2018

Follow up and planning Yearly views per - month - researcher - client category - subject 18/03/2018

Full Text Search 18/03/2018

Current Development • Publishing memorandums on the intranet and/or the Internet • Meeting demands from media and public 18/03/2018

Future Development? • Save correspondence in connection with requests and memorandums • Electronic archiving – separate solution? • Develop current system or purchase a new system? 18/03/2018

Scope for Research Services’ Applications • Case management • Basic tracking of requests (semi-) automated workflow • Storage and retrieval • Folders on a file server Document management system or Content Management System • Process support • None Collaborative tools 18/03/2018

Swim lane process activity diagram Researcher Client Assistant or Clerk Department head Section head 18/03/2018 The Riksdag Library

Scope for Rut. Upp • Case management • Semi-automated workflow. Adequate statistics • Storage and retrieval • Reports stored in Rut. Upp, source material in separate database(s). Printed copy archived • Process support • None 18/03/2018

Thank you for listening! 18/03/2018