Ministry of Environment, Forestry ans Consumer Protection, Rheinland-Pfalz

TASKS

The Ministry of Environment, Forestry and Consumer Protection, Rheinland- Pfalz is in charge of the sustained protection of a person and his basis day-to-day requirements. During the pilot phase, the ministry investigated whether electronic task processing could provide the same level functionality in such areas as inquest time, but in a reduced period of time.

SOLUTION

The implementation of the fully electronic task processing forms a paradigm shift in the official course of business. It has effects on the organization and on dayto-day business operations. Every concerned person has to be accommodated with concern to his or her way of working. The entire process of implementation proceeds dynamically, iteratively and over a lengthy period of time. It was therefore important to integrate all concerned parties early and extensively in the pilot phase and to let them take part in the realization of the project. Thus the concerned parties became participants rather than adversaries.

REALIZATION

The following were the goals of the pilot project:

1. The combination of files to an electronic process, which is represented in an electronic file,
2. The round-the-clock and complete electronic availability of processes including current progress reports,
3. The electronic editing of processes including electronic signatures and dispositions
4. Location-independent access to processes.

Within the tendering procedure Fabasoft received the contract award with the Fabasoft eGov-Suite. According to the procedure model of Fabasoft the project team developed the specification of the accommodations common for authorities. It was attached importance to make use of the standard software product of Fabasoft without having it customized

The specific accommodations were only implemented within the configuration settings. Therefore it is warranted all the time, that switching to a new version of the eGov-Suite is possibile without any further effort.

After the configuration of the software, resolution and the acceptance of the system, the pilot phase was begun in June 2004 using version 5.0. The task processing software is currently installed on seven Xeon-based servers and is using Microsoft SQL server.

Fabasoft COLD-loader imported the existing electronic files from the previous file management system. Altogether 84,0000 files were migrated. To achieve a high user acceptance for the paradigm shift, the ministry opted for an intensive pilot phase. The suggestions for improvement of the pilot group also had influences on the further development of the Fabasoft eGov-Suite. ”The main work consisted of the improvement of working processes and the formulation of a harmonized handling“, says Ministerialrat Werner Philippczyk, director of the luK department. Currently 60 people within the ministry work with the Fabasoft eGov-Suite 6.1 SP2.

TARGET ACHIEVEMENT

The project goals were achieved. The employees accepted the paradigm shift to the fully electronic task processing. The whole department is able to act rapidly, and the inquest time for processes was noticeably faster compared to the paper-based task processing.

Up to this point, about 20,000 new processes have been carried out. During representations, for example holiday replacements, a rapid task processing is warranteed optimally.

PROSPECTS

After the successful pilot phase, the Minister of State, Margit Conrad, decided to implement the electronic task processing within the entire ministry by the end of 2008. In addition to the removal of the disparate data formats in use by various departments within the ministry´s office, important synergies are expected.

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