BUCHAREST MUNICIPALITY

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• BUCHAREST MUNICIPALITY
• Member of Romanian Association of Municipalities
• The Integrated Information System for the
  Activities Management in the Bucharest
  Municipality
• Cristian Preda
• e-mail cristi.preda_at_bucuresti-primaria.ro

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Summary

• The City of Bucharest
• Local Public Administration
• Bucharest Municipality IT Strategy

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The City of Bucharest - General Information

• surface 227 Km2 (build area) and total of 600
  km2
• population more than 2 million inhabitants
• Today Bucharest is the main political
  administrative center of the country, location
  for the core state intitutions Presidency,
  Parliament, Government, cultural, educational,
  financial and commercial institutions.

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Public Local Administration

• The city of Bucharest is organized in six
  administrative-teritorial districts, called
  sectors
• The local public administration authorities of
  Bucharest are
• Bucharest General City Council the
  legislative authority
• General Mayor the executive authority

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Public Local Administration

• The Bucharest Municipality functions according to
  Public Local Administration Law no. 215 / 2001
• Organizational Chart includes 28 major
  departments with a total number of 1000
  employees
• Under the authority of Bucharest General City
  Council are
• Administrations
• Utility companies
• Cultural institutions
• Other institutions

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IT Development Strategy of Bucharest Municipality

• IT Development Strategy of Bucharest Municipality
  contains three phases
• PHASE 1
• The Integrated Information System for the
  Activities Management in the Bucharest
  Municipality
• PHASE 2
• Expansion Strategy to the Bucharest municipal
  districts, administrations, other institutions
  under the authority of the General Council of
  Bucharest and service providers for the
  Municipality
• PHASE 3
• Expansion Strategy to the State Administrations,
  other institutions under the authority of the
  Government, located in Bucharest

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Phase 1- The Integrated Information System for
the Activities Management in the Bucharest
Municipality

• MISSION STATEMENT
• To build an integrated information system in
  order to administrate all kind of existing data
  and information in the Bucharest Municipality
• To respond to the requirements of all departments
  
• To assure correct, complete and in due time
  information for decision makers
• The huge amount of existing data and information
  from the Bucharest Municipality departments make
  the management of data and information be a
  critical function of our institution.
• The coordination and the administration of the
  information is a strategic problem of great
  importance.

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Phase 1- The Integrated Information System for
the Activities Management in the Bucharest
Municipality

• Components
• Information System for the administration of the
  financial, material and human resources of the
  Bucharest Municipality
• Information System for Bucharest Urban Database
• Information System for electronic archive of the
  Bucharest Municipality
• Information System for electronic mail
• Information System for documents management and
  workflows
• Information System for customer relationship
  management
• Portal - Internet / Intranet page of the
  Bucharest Municipality
• Security of the Integrated Information System of
  the Bucharest Municipality
• Infrastructure of the Integrated Information
  System of the Bucharest Municipality
• The implementation of Quality Management System
  in the Bucharest Municipality (ISO 90012000)

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Information System for Administration of the
Financial, Material and Human Resources

• Financial administration (general accountancy,
  planning and execution of the budget)
• Administration of the purchasing and delivering
  services (administration of the contracts,
  evidence of the suppliers - payments, clients
  payments, taxes)
• Administration of the Municipality patrimony
  (assets, inventory objects, stocks)
• Administration of the investments
• Forecast of the financial balance in order to
  conduct the budgetary exercise
• Financial and accountancy management
• Management of contracts
• Management of acquisitions
• Inventory (Stocks) management
• Human resources and payroll management
• Management of the revenues from fees and taxes

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Information System for Administration of the
Financial, Material and Human Resources

• Information subsystem for the units which are the
  second and the third ordinators of the budget
• Elaboration of the drafts of the budget
• The planning and monitoring of the budget values
• Drafts of budgets keeping the history of every
  budget
• Link with the financial and accountancy system
  (correlation with the allocated funds)

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Bucharest Urban Database
Satellite images
Raster Data
Aerial images
Scanned maps
Vector Data
Surveys
CAD files
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Bucharest Urban Database Architecture
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Bucharest Urban Data Base Figures

• 53 departmental units/ 200 users
• 213 enterprise business processes/workflows
  automatized
• 200 layers
• 4000 attributes (distinct characteristics)
• 4 million objects
• Editing of both alpha numeric data and geometry
  in the intranet web client
• Long term transactions and history of changes
• User interface customized by rights assignment
  (tables, rows, layers, functions, interface
  components)

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Information System for Electronic Archive

• The system allows the scanning of the documents
  in current use, of the standard documents and
  forms used in the current activity of various
  departments, collecting and saving data in the
  Document Management System, as well as in other
  relational databases.
• This system assures the opportunity to publish
  different documents of public interest for the
  Bucharests citizens, in safe conditions by
  operating integrated with the Portal system
• The electronic archive system is functioning in
  seven departments

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Information System for Electronic Mail

System architecture

• MS Exchange 2000 Server Enterprise
• 2 Domain Controller Servers
• 300 workstations / users (600 this year)

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Documents Management and Workflows

• Objectives
• To facilitate the decision making process by
  giving the relevant information to the persons
  requesting it, when it is necessary
• To improve the cooperation of the employees by
  giving them some common access tools by the local
  networks, by internet or by local area network
• To define the workflows of the Bucharest
  Municipality and allow to measure their
  efficiency
• To improve the productivity
• To improve the security by the control of the
  critical information
• To offer a support to the investors, by giving
  them the information requested in certain fields

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Documents Management and Workflows

Workflow example
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Customer Relationship Management

• Objectives
• To improve the activities in order to solve the
  requests received from the Municipalitys
  customers
• To improve the quality of the services given by
  the Municipality to its customers
• To communicate with the client by multiple
  communication channels (telephone, Unique Office,
  web, e-mail) at a higher level. We want those
  channels to be a priority in the customer
  relationship.
• To make a better image for the Bucharest
  Municipality concerning the customer relationship

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Customer Relationship Management

• This system include three specialized
  sub-systems
• A computerized Call Center/ IVR within the
  Bucharest Municipality
• Computerized activity of the operators from the
  one-stop-shops
• Computerized activity to solve the problems of
  the Bucharest Municipalitys customers (external)
  or of the Bucharest Municipalitys employees
  (internal)

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Portal - Internet / Intranet

• The purpose of the portal system is to function
  as unique point of access to the resources of the
  Integrated IT System of the Bucharest
  Municipality. This means that once entered in the
  integrated system through the portal service, one
  user will no longer have to repeat the
  authentication procedure when changing the
  application.
• The portal system offers two types of access to
  the integrated system
• Intranet page intended to the employees of the
  city hall. The persons in this category will be
  called employees
• Internet page dedicated to the public (the Web
  site of the Bucharest Municipality). The persons
  in this category will be called visitors.
• The portal system aggregates data from all the
  other systems or applications of the integrated
  system

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Portal - Internet / Intranet System Architecture
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Security of the Integrated IT System

• The security system of the Integrated IT System
  include three functional subsystems, as follows
• The Antivirus Subsystem protects against the
  attacks from computer viruses and other programs
  of similar nature (Trojan Horses, Worms etc.) all
  the resources in the network of the city hall
  (workstations, notebooks, servers).
• The Secure Access Subsystem provides secure
  access to the Intranet and Internet resources, as
  well as the data security to all users in the
  network by using security technologies based on
  smart-card devices.
• The Firewall Subsystem provides protection
  against the access to the resources for
  unauthorized use or for corrupting them both by
  direct access from the local network (Intranet)
  and other remote access methods or by accessing
  via Internet the resources available to the
  public.

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Infrastructure of the integrated Information
System
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Infrastructure of the integrated Information
System

• Central system consisting in a cluster with two
  nodes, with the possibility of automatic
  switching between the cluster members in case of
  failure 2 IBM P-series servers using the
  RISC/UNIX technology
• External data storage system shared by all
  servers
• Backup system interconnected with the existing
  servers and the data storage system. The system
  includes backup software able to offer
  centralized services to the Microsoft Windows
  2000 and Unix servers and to the SGBD and
  e-messaging applications
• Application server using the CISC/Microsoft
  Windows 2000 Server technology 8 IBM i-series
  servers
• Workstations, graphical stations and laptops
  using the CISC/Microsoft Windows technology 325
  pieces (600 this year)
• Fiber optic network between the three buildings
• High performance active network equipments
• The data / voice communications network -
  structured cable solution with a guaranteed
  operation life of at least 20 years.

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General View of the System
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ISO 9001 quality management system

• Bucharest Municipality is certified ISO 9001 by
  Lloyds Register Quality Assurance from 19th May
  2004.
• Quality policy is focused on accomplishment the
  four strategic objectives
• Orientation to the citizens and local community
• Bucharest Municipality s employees involvement
• Efficiency and effectiveness of internal
  processes and activities
• Continuously improvement of the Quality
  Management System
• The function of the quality management system
  will be as follows
• To organize the system based on activity
  procedures
• To control the activities, with different ways to
  check their efficiency
• To correct the deficiencies
• To prevent the repetition of the errors

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Next step PHASE 2 - Expansion Strategy

• The Municipality of Bucharest signed with U. S.
  Trade and Development Agency a Grant Agreement
  for a Feasibility Study for an IT Expansion
  Strategy to the Bucharest municipal districts,
  administrations , other institutions under the
  authority of the General Council of Bucharest and
  service providers for the Municipality.
• This feasibility study objectives are, as
  follows
• to analyze the existing IT environment in each
  district
• to identify the common applications and unique
  solutions required
• to establish minimum functional IT requirements
  for each organization
• to evaluate the existing and required
  connectivity
• to define implementation-planning process and
  develop timelines
• to assist Bucharest Municipality to develop an
  RFP and the evaluation procedures.

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PHASE 2 - Expansion Strategy

• The following local companies, services and
  public institutions are under the authority of
  General Council of Bucharest City or provide
  services for the Municipality

• Parks and gardens Administration
• Human cemetery and crematory Administration
• Zoo Administration
• Public guardians Service of the Bucharest City
• Center for plants protection
• Urban and metropolitan planning center
• Computing center
• Entertainment and lakes Administrations
• Real Estate Administration
• Street Administration
• Cultural institutions (12 theaters, Opera for
  children, others )

• Bucharest Municipal Center of cultural projects
• Bucharest Municipality Museum
• Globus circus
• Bucharest Metropolitan Library
• Monuments and tourism Administration
• Animal Protection Administration
• RADET - Autonomous Regia for distribution of
  thermal energy
• RATB - Autonomous Regia for public transport
• (Apa Nova) - Concessionaire for the water and
  sewerage systems in Bucharest
• Central canteen for social help
• LUXTEN - private company for the lightning
• Cleaning companies

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PHASE 2 - Expansion Strategy

• Schedule
• The elaboration of the feasibility study and
  project by the US Consultant 2005
• Tender Preparation - 2005
• Implementation period 2005-2006

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• BUCHAREST MUNICIPALITY
• Member of Romanian Association of Municipalities
• The Integrated Information System for the
  Activities Management in the Bucharest
  Municipality
• Cristian Preda
• e-mail cristi.preda_at_bucuresti-primaria.ro