European information society conference Cracow, 2 - 4 June 2005 BUCHAREST MUNICIPALITY Member of Romanian Association of Municipalities The Integrated

european information society conference

Cracow, 2 - 4 June 2005

BUCHAREST MUNICIPALITY

Member of Romanian Association of Municipalities

The Integrated Information System for the Activities Management in the Bucharest Municipality

Cristian Predae-mail: [email protected]







SummarySummary

The City of Bucharest

Local Public Administration

Bucharest Municipality IT Strategy



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.

The City of Bucharest - General Information The City of Bucharest - General Information



Public Local AdministrationPublic 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



Public Local AdministrationPublic 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



IT Development Strategy of Bucharest MunicipalityIT 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 MunicipalityPHASE 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



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



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

Components1. Information System for the administration of the financial, material and

human resources of the Bucharest Municipality

2. Information System for Bucharest Urban Database

3. Information System for electronic archive of the Bucharest Municipality

4. Information System for electronic mail

5. Information System for documents management and workflows

6. Information System for customer relationship management

7. Portal - Internet / Intranet page of the Bucharest Municipality

8. Security of the Integrated Information System of the Bucharest Municipality

9. Infrastructure of the Integrated Information System of the Bucharest Municipality

10. The implementation of Quality Management System in the Bucharest Municipality (ISO 9001:2000)



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

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



Information System for Administration of the Financial, Material and Human ResourcesInformation 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)



Bucharest Urban DatabaseBucharest Urban Database

Satellite images

Aerial images

Scanned maps

Surveys

CAD files

Vector

Data

Raster

Data



Bucharest Urban Database Architecture



Bucharest Urban Data Base FiguresBucharest 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)



Information System for Electronic ArchiveInformation 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 Bucharest’s citizens, in safe conditions by operating integrated with the Portal system

The electronic archive system is functioning in seven departments



Information System for Electronic MailInformation System for Electronic Mail

System architecture

-MS Exchange 2000 Server Enterprise

-2 Domain Controller Servers

-300 workstations / users (600 this year)



Documents Management and WorkflowsDocuments 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



Documents Management and WorkflowsDocuments Management and Workflows

Workflow example



Customer Relationship ManagementCustomer Relationship Management

Objectives To improve the activities in order to solve the requests received from the

Municipality’s 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



Customer Relationship ManagementCustomer 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 Municipality’s customers (external) or of the Bucharest Municipality’s employees (internal)



Portal - Internet / IntranetPortal - 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



Portal - Internet / Intranet – System ArchitecturePortal - Internet / Intranet – System Architecture



Security of the Integrated IT System 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.



Infrastructure of the integrated Information SystemInfrastructure of the integrated Information System

10x1Gbps

FD1(1) FD2(1)

FD1(2)

FD2(2)

FD1(3)FD2(3)

FD2(3)

SERVERFARMParter

FD1(3)

10x1Gbps

2x1Gbps

Extreme Netw orks Summit 24e21

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B lac kD iam ond1 2 3 4 A B 5 6 7 8

DC O UT

AC IN

1 2A @ 1 00V10a @ 100V

DC O UT

AC IN

1 2A @ 1 00V10a @ 100V

B lac kD iam ond1 2 3 4 A B 5 6 7 8

M SM 6 45 0 0 1 5

P CMCIA

MODEM

MGMT

LINK /ACTIVITY

i

CONSOLE

DC O UT

AC IN

1 2A @ 1 00V10a @ 100V

DC O UT

AC IN

1 2A @ 1 00V10a @ 100V

S1- Bd. Elisabeta S2- Str. Academiei

Bucharest City Hall Network Topology with Extreme Networks2 x BlackDiamond 6808

33 x Summit 24e2

LegendFD X (Y)X = Rack NoY = FloorL X = Location Xa porturi (b)a= disponibilb = necesar SM Fiber MM Fiber

GBIC - Lx

Sediul Central


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72 ports (63)

144 ports (135)

120 ports(112)

96 ports (94)

72 ports (65)

96 ports (70)

MSM6450015

PCMCIA

MODE M

MGMT

LIN K /ACT IV ITY

i

CO NS OLE

G8X51032

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STA TUS DIAG

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51040G12SXi

FLA S HING GREENGRE ENAMB ER

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FLA SHING GRE ENGREENAMBER

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Parter 24 porturi (17)

Et. 4. 48 porturi (40)


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Et. 3. 120 porturi (110)


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Infrastructure of the integrated Information SystemInfrastructure 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.



General View of the System General View of the System



ISO 9001 quality management systemISO 9001 quality management system

Bucharest Municipality is certified ISO 9001 by Lloyd’s 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



Next step: PHASE 2 - Expansion StrategyNext 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.



PHASE 2 - Expansion StrategyPHASE 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:

1. Parks and gardens Administration2. Human cemetery and crematory

Administration3. Zoo Administration4. Public guardians Service of the Bucharest

City5. Center for plants protection 6. Urban and metropolitan planning center7. Computing center8. Entertainment and lakes Administrations9. Real Estate Administration10. Street Administration11. Cultural institutions (12 theaters, Opera for

children, others )

12. Bucharest Municipal Center of cultural projects

13. Bucharest Municipality Museum

14. Globus circus

15. Bucharest Metropolitan Library

16. Monuments and tourism Administration

17. Animal Protection Administration

18. RADET - Autonomous Regia for distribution of thermal energy

19. RATB - Autonomous Regia for public transport

20. (Apa Nova) - Concessionaire for the water and sewerage systems in Bucharest

21. Central canteen for social help

22. LUXTEN - private company for the lightning

23. Cleaning companies



PHASE 2 - Expansion StrategyPHASE 2 - Expansion Strategy

Schedule

The elaboration of the feasibility study and project by the US Consultant – 2005

Tender Preparation - 2005

Implementation period – 2005-2006









