Information System for Coordination of Information Society Development Investment Projects

Customer: Information Society Development Committee to the Government of the Republic of Lithuania

Sector:  public sector

Activity Review

The Information Society Development Committee is a public state sector organization, performing planning, arranging and co-ordination works in the processes of the Information Society development. The major functions of the Information Society Development Committee is participate by shaping the state information society development policy in the Republic of Lithuania and co-ordinate its implementation; co-ordinate the information society development in the state pursuant to the information society development planning documents approved by the Government of the Republic of Lithuania – safeguarding equal opportunities for all the persons in Lithuania to use information and electronic communication technologies and electronic content, promote natural and legal persons' communication by electronic devices with the state and Municipal entities and offices, increase accessibility of public services by electronic devices and competence of the population of Lithuania in ICT usage sphere, co-ordinate the creation and implementation of electronic content, ICT infrastructure and ICT innovation.

Challenges

The Information Society Development committee co-ordinates and approximates the information society development investment projects arranged by other state entities and offices under the procedure stipulated by legal regulations, arranges their efficiency and risk assessment pursuant to its competence.

By developing this system it has been pursued to develop the state‘s rendered electronic services and increase their efficiency, i. e. the system has been designed to submission, approximation of information society development investment projects from various state entities and offices as well as receipt of information for analysis in electronic environment. The system gives an option for the connected users to submit the information society development investment projects, approximate, accumulate and store them as well as analyze them in electronic environment by reducing a quantity of paper documentation and giving an opportunity to store the collected information in electronic format. The system permits to co-ordinate the approximation of projects, their efficiency and risk assessment more effectively, exchange information of projects and their approximation among interested users in a more operative manner, safeguard compatibility of funding sources for projects, collect information about all the submitted projects, their approximation conclusions and analytical information in a centralized manner. This is a unanimous, centralized information system, safeguarding qualitative collection, accumulation, processing, storage and submission of investment projects data.

ERP solution

Effective and little administration requiring project approximation management is the essential success factor by allocating to successful investment projects. By implementing this system, we have started from the optimization of the project approximation process, which consequently led us into raising these goals:

• Implement automated management of investment project approximation processes by employing standard work sequence control measures;
• Standardize and facilitate accumulation, versionism and data search device for investment projects;
• Computerize the sophisticated introduction form for investment projects, which has been previously filled in by using Excel editor;
• Implement monitoring mechanism for investment projects, which is designed to accumulate information about the execution outcomes of projects;
• Automate creation actions for the reports of investment projects and computerize the forms of these reports;
• Improve internal employees‘ communication by approximating investment projects;
• Improve external communication with supplier of investment projects, submitting all information mandatory to them in public portal.

After assessing all the raised requirements and defining the needs for the installed system, two sub-systems have been distinguished: The system has been designed to internal communication and the portal has been designed to external communication with the supplier of investment projects.

EMC Documentum tool, intended to data storage (Documentum Content Services) and management of processes (Documentum Business Process Management) have been collected to internal communication and approximation of projects. By using this tool the modules for the creation, exporting and importing of projects have been additionally developed, which permit to control information for investment projects flexibly at the previous projects submission format. This tool has been specially adjusted to the users’ needs, reducing its submitted functions to their minimal set.

A separate portal, intended to the organizations submitting investment projects, has been selected for the public communication. Liferay Inc. supplied portal creation tool has been selected to develop this portal. Liferay portal is a quick, easily improved, quite simply administrating tool for the creation of portals. Our specialists have adjusted the best practices of the creation of portals and developed the public system portal, which may be used even by untrained persons. By employing additional Documentum API measures and WebService technologies, a specific interface between Portal and Internal management system for investment projects have been developed. By using this interface the suppliers of investment projects may submit their projects in an electronic manner without using the portal.

An automatic tool for importing of investment projects data from excel forms, developed by "ERP" and installed in the internal system and portal, permits to facilitate introduction of Project data for those suppliers of projects, who have been using the old data submission method. This function also permits to import the previous years’ data into the system, allowing performing the search among those projects, which have been performed earlier

Outcomes

The system for the approximation of investment projects, implemented at the Information Society Development Committee, has been the excellent beginning fully computerizing the process for the approximation of projects. Our experts have optimized the working sequence for the approximation of projects, simplifying the very investment approximation process and shortening project duration.

The following outcomes have been achieved during the project:

• Optimized working sequence for the approximation of investment projects;
• Simplified projects submission procedure for the entities submitting their projects;
• Simplified projects data search for the persons approximating projects;
• Granted opportunity for the entities to monitor the projects approximation course by using the public portal;
• Flexible working sequences organization tool permits to change the procedure for appointment of tasks easily by approximating investment projects;
• The search of projects, documents related to projects has been facilitated; An option to form reports about projects automatically has emerged;
• Monitoring for the outcomes of investment projects has been implemented, facilitating the management of appropriation for these projects.

Hardware and software has permitted to speed up the approximation process of investment projects considerably. It permits to manage the projects approximation processes during the peak periods, i. e. a couple of week before the end of the commissioning of investment projects. The projects approximation quality has improved by submitting remarks to the suppliers of investment projects in a faster manner.

After the implementation of the system the workload, previously dedicated to administration of project documents, versionism, creation of reports, management of project information and communication with projects suppliers, has reduced.

Implemented:

Documentum Content Server™ – documents management system.

Documentum Business Process Management – processes creation and management tool.

Liferay Inc.™ – portals creation tool.

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