Lower Saxony, eAkte Land
FACTS & FUNCTIONALITIES
- Central eAkte system for the Lower Saxony State Administration
- Pilot phase with 500 users in 12 pilot authorities and special processes
- Central operation at Lower Saxony Department of Statistics and Communication (LSKN).
- Linux as server operating system
- Fabasoift eGov-Suite as a basis for the special process “electronic cabinet information system” and “single point of contact”"
TASK
Further to a proposal put forward by Interior Minister Uwe Schünemann the cabinet decided to introduce electronic file processing in the regional administration. This represented a key measure in the eGovernment Master Plan approved by Lower Saxony in 2005 which features the implementation of around 100 online services and internal administrations services by the year 2014. At the beginning of 2010 Lower Saxony also approved Interior Minister Uwe Schünemann‘s proposal regarding a new implementation plan for the introduction of electronic local authority services. The eGovernment Master Plan 2010 carries on from the roadmap of 2005 and features 55 projects for the introduction of electronic administration.
SOLUTION
Following a tender the Lower Saxony State Office for Statistics and Communication Technology (LSKN) – formerly the Information Technology Centre of Lower Saxony (izn) on behalf of the State of Lower Saxony awarded Fabasoft the contract for the introduction of a central document management and workflow processing system. Fabasoft eGov-Suite in the existing Bavarian standard will be used for the implementation of the project “eAkte-Land Niedersachsen” (Electronic File in Lower Saxony)..
IMPLEMENTATION
The project team run by the Ministry of the Interior and Sport (MI) developed a configuration of Fabasoft eGov-Suite in only four workshops during the analysis phase. The organisational and softwarespecific deviations based on the existing Bavarian Standard 2.0 were determined in the process. Changes to the configuration concerned primarily the structural organisation and the resulting adaptations of the pre-defined roles. Further modifications were carried out due to the Lower Saxony file directive in respect of the filing process, the generation of reference codes and the working steps in the workflow process. Following quality assurance and acceptance the pilot phase was launched at the beginning of 2008 in five government agencies in Lower Saxony. Additionally the electronic cabinet information system and the special process for single point of contact based on eAkte Lower Saxony were also realised as sub-projects.
eKis: electronic cabinet information system
The cross-departmental project “electronic cabinet information system” (eKIS) is a further integral part of the eGovernment Master Plan approved in 2005. With eKIS the complex, cross-organisational and formal measures for the preparation, realisation and documentation of cabinet meetings are shown electronically. Thanks to the introduction of eKIS, the Minister President, Ministers and State Secretaries no longer have to rely solely on the extensive preparation folder. Instead they can use a laptop to access documents in digital form. The introduction of the eKIS application at the State Chancellery and at the respective Ministries was completed in June 2008.
Special process for Single Point of Contact
The EU Services Directive had to be implemented by the end of 2009. The Directive specifies the provision of a contact point (“Single Point of Contact”) for service providers and extensive online services to simplify intake and the carrying out of their work. Fabasoft was awarded the contract by Lower Saxony at the beginning of September 2009 to implement a specialist application for single point of contact based on eAkte Niedersachsen. An object model was created in the course of the realisation process to represent the intentions, services, the offices responsible and service providers. The system went into live operation, as scheduled, on 28 December 2009. The State and 12 administrative districts have been using the special single point of contact process ever since.
OBJECTIVES MET
Following quality assurance and acceptance the pilot phase was launched at the end of 2007 in five government agencies in Lower Saxony. Currently around 500 users in 12 pilot authorities and special processes work with Fabasoft eGov-Suite. The pilot operation will continue until the end of 2012 and be extended to up to 1,000 workstations. With the eAkte system Lower Saxony now has a platform at its disposal which enables the continued changeover to electronic workflow processing and forms a basis for the economic use of additional special processes. The intention is for Fabasoft eGov-Suite to then be used as a central electronic file system wherever it is required for this purpose. Once implemented, this could see it being in use at up to 35,000 workplaces.