SAIS - Home | Joinup Assistance...Fighting against poverty, which has a cru- ... knowledge humanity had in the 19th century is transferred in one day and ... • From MERNIS database

SAISSOCIAL ASSISTANCE

INFORMATION SYSTEM

August - 2009

Social Assistance Information System Directorate of Strategy Development3

SOCIAL ASSISTANCE INFORMATION SYSTEMPROJECT TEAM

Coordinator of the Project:

Cemalettin ÇOĞURCUHead of the Strategy Development Department

Supervisors of the Project:

Umut İsmail YEŞİLIRMAKSupervisor of Management Information System UnitSocial Assistance Assistant Expert

Samet GÜNEŞSupervisor of Strategic Planning Unit / Social Assistance Expert

Project Team:

Şebnem AVŞAR KURNAZSupervisor of R&D Unit / Social Assistance Expert

Ahmet Fatih ORTAKAYASupervisor of Performance and Quality Criterion Development Unit / Social Assistance Expert

Ersin BİÇERSocial Assistance Expert

Dr. Nevzat FIRAT KUNDURACISocial Assistance Expert

Project Software Team:

Abdullah BALYAPANComputer Engineer / Project Technical Leader

Bekir Sıtkı SAZComputer Engineer / Social Assistance Assistant Expert

Ali Sait DEMİRÖZComputer Engineer

Volkan YURTOĞLUAnalyst

Volkan USLUAnalyst

Başak AKIN

Translator


PREFACE

Our government, starting out with an aim “to be shield of destitute”, has recently been using “the social assistances” as an effective social policy means in order to combat with poverty.

Social assistance services are most com-monly being implemented by General Directorate of Social Assistance and Soli-darity (GDSAS) in Turkey. By means of So-cial Assistance and Solidarity Foundations (SASF), GDSAS provides direct assistances

for meeting the basic needs of poor and vulnerable citizens, who do not have social security, and also provides project supports for making our citizens, who could work, productive.

Social assistance is a crucial area of service which presents humanistic and conscientious characteristics. Therefore, it is essential providing the services people-oriented, fast, qualified and in the nearest places for our citizens.

These necessities require using information communication technologies for presenting the social assistance services. I want to express gladly that GDSAS has a young and dynamic personnel structure who are using infor-mation technologies of the age and who are converting these technolo-gies into social benefit. “Social Assistance Information System (SAIS)” which has being put into practice by this young and dynamic structure with its own resources and with superhuman efforts in 6 months-period, which could be stated as a record in e-state applications, has made an era in the presentation of social assistance services.

Neediness assessment which is required for providing the social assistanc-es and inter-institutional data sharing for preventing the reiterated assis-tances has begun to be done in a short period of time only with T.R Iden-

6Social Assistance Information System Directorate of Strategy Development

tity Number. Unnecessary correspondences have been removed; much more time has begun to be allocated for social analysis by decreasing the workload of SAS Foundations and also 1 million document monthly av-erages have been removed by eliminating the bureaucratic procedures. GDSAS has made contribution to efficient use of public resources by deliv-ering the social assistances to real needy citizens and to larger masses.

I shall present my appreciation and congratulation to those who contrib-uted to works in order to put the SAIS project into effect; I wish for the best for the “Period of Service at the Touch of a Button” initiated by means of SAIS to the personnel of SAS Foundations, our citizens and our country.

Hayati YAZICIMinister of State


INTRODUCTION

Fighting against poverty, which has a cru-cial part on providing a healthy social struc-ture, social welfare and public peace, is a highly important and sensitive subject. Be-ing a prominent institution of the country on such an important and delicate subject increases the value of the activities imple-mented by GDSAS and effect of the results on all society and at the same time it keeps the public interest on our activities constant and alive. This public interest is undoubt-edly a motivating factor for upgrading and

dynamizing the activities, which we are currently implementing.

This motivation forces us to keep up with the alternation and transition on today’s world, where knowledge which is much more than the total knowledge humanity had in the 19th century is transferred in one day and to fulfill the requirements of “Information Age”.

There is no doubt that the most significant way for keeping up with the aforesaid transition and for releasing both the personnel of SAS Foun-dations and social assistance beneficiaries from unnecessary workload, correspondence, bureaucracy and time loss is to give priority to “e-gov-ernment” implementations and to initiate electronic services as soon as possible.

Form this viewpoint, after taking office as a GDSAS General Director; we have come to the conclusion that there is a need for a unit which could develop new projects during the process of change and more importantly which could put these projects into effect with teamwork. Therefore we shared our vision with our colleagues by restructuring within the body of Strategy Development Department.

In this present situation, “Social Assistance Information System (SAIS)”


has been developed as a product of this vision. A new era has been start-ed in the application of social policies with SAIS project, which will bring a new expansion for The Scientific and Technological Research Council of Turkey by developing a sub-structure of Integrated Social Assistance Ser-vices Project and which will be the basis of online data sharing between institutions providing services on social assistance.

The base of the SAIS Project has been laid by putting Identity Sharing Sys-tem into the use of SAS Foundations in January 2009. At the beginning, the system has been opened only for receiving Identity Register Copy of citizens who apply for social assistances. However, after integrating other relevant institutions since February 2009, the system has become an e-state application which aims at assurance/determination of neediness and personal information of citizens, who apply for social assistances, from central databases; and which has been put into practice after a 6-month-work. The system is active already and 22 different interroga-tions from 8 different institutions are being done in a short period of time.

Neediness-poverty interrogation of our citizens who apply for social assis-tances has begun to be done by SAS Foundations itself by means of using the central databases after SAIS initiated; citizens have been unburdened from proving their neediness; it has been prevented that citizens applying for social assistances collect documents about their situation by going to public institutions one-by-one; it has been started to determine whether citizens deserve assistances or not by submitting only their identity cards; access period to assistances of poor citizens has been shortened; giving reiterated assistances has been thwarted; the workloads of public insti-tutions and SAS Foundations have been decreased; 1 million document monthly averages have been removed; 2 million TL have been saved and cutting off 251 trees have been thwarted.

The importance of SAIS Project lies behind the fact that complex problems such as determination of neediness and preventing the reiterated assis-tance have been overcome with a simple e-state application. For, SAIS has been accepted by the personnel of SAS Foundations with a considerable


amount. This situation shows itself on the application statistics of the sys-tem. Interrogation of 570,000 citizens have been done on the system used by 2393 SAS Foundation personnel since July 2009.

To sum up, the SAIS Project has been put into practice with own resources (personnel, information, hardware etc.) with the aim of accelerating the services provided to public and citizens and increasing the quality. “Pe-riod of Service at the Touch of a Button” has been started in order to determine neediness-poverty and to prevent reiterated assistances and the system has contributed to e-turkey project implemented by e-state application in Turkey.

I express my gratitude firstly to our Minister and members of Fund Board who give countenance to us in our works to accomplish SAIS Project and to valued directors of public institutions which provide us online data and I wish for the best for SAIS Project, which we see as an example of in-teroperability, for the personnel of SAS Foundations, our citizens and our country.

Aziz YILDIRIMGeneral Director


SOCIAL ASSISTANCE INFORMATION SYSTEM(SAIS)

“Transition to Period of Service at the Touch of a Button from Service at One-Step”

Period of “Service at the Touch of a Button” has been initiated in determi-nation of neediness-poverty and prevention of reiterated assistance in the presentation of social assistances. Social Assistance Information Sys-tem (SAIS)” developed as a result of a 6-month intense work by General Directorate of Social Assistance and Solidarity marks a new epoch on the implementation of social assistance services.

What is Social Assistance Information System (SAIS)?

Social Assistance Information System is an e-state application which aims at assurance/determination of neediness and personal information of citizens, who apply for social assistances, from central databases; and which has been put into practice after a 6-month-work.

Which services are being offered in Social Assistance Information sys-tem (SAIS)?

By means of Social Assistance Information System, with T.R Identity Num-ber of our citizens applying for social assistance:

From MERNIS database of Ministry of Interior General Directorate of •Civil Registration and Nationality information of addresses, copies of civil-family registration and information of incident,From the database of Turkish Labour Institution, • information about whether or not the person has a record to Turkish Labour Institution, s/he receives Unemployment Insurance, Short-time Working Allow-ance and Job Loss Compensation,From the database of General Directorate of Foundation, • information about whether or not the person has received Poverty Allowance,From the database of General Directorate of Social Services and Chil-•


dren Protection, information about whether or not the person has received Home care Allowance,From the database of General Directorate of Social Assistance and •Solidarity, information about whether or not the person has benefit-ed from Conditional Cash Transfer, Income Generating Projects and Other Assistances,From the database of Social Security Institution, • information about whether or not the person has Social Security, s/he benefits from health services and receives Allowance (assistance) according to the law no.2022From the database of Ministry of Health• , ,information about whether or not the person has Green Card,From the database of General Directorate of Land Registry and Cadas-•tre, information about whether or not the person has real property ownership,From the database of Revenue Administration, • information about whether or not the person has Tax Liability and has motor vehicle registered to himself,From Farmer Register System of Ministry of Agriculture and Rural Af-•fairs, information about whether or not the person benefits from Field Property, Planted Areas Property, Agricultural Supports and in-formation about the number of bovine/ovine are being provided.

The system is active already and 24 different interrogations from 10 differ-ent institutions are being done in a short period of time.





What are the advantages of Social Assistance Information System (SAIS)?

After Social Assistance Information System has been put into service;

Neediness-poverty of citizens applying the social assistances has be-1. gun to be interrogated by the state itself by using the central data-bases; citizens have been unburdened from proving their neediness. It has been prevented that citizens applying for social assistances col-2. lect documents about their situation by going to public institutions one-by-one; it has been started to determine whether citizens de-serve assistances or not by submitting only their identity cards.Access period to assistances3. of poor citizens has been shortened.Giving reiterated assistances4. by public institutions has been thwart-ed; it has been provided that social assistances are delivered to really needy citizens and larger masses.The workloads of public institutions5. from which the citizens request documents about their situations, have been decreased.The workloads of SAS Foundations have been diminished; the time, 6. which the personnel of the Foundations allocate for social investiga-tion, has been increased.Bureaucracy has been minimized7. by abolishing the correspondence between public institutions in order to prevent reiterated assistances and this contributes using the public resources effectively.Infrastructure for healthy statistical information necessary for devel-8. oping efficient social assistance policies has been formed.GDSAS9. has contributed to e-government process of Turkey with SAIS project.

How was the process functioning before Social Assistance Information System?

In order to understand the added-value of SAIS, it is useful to look at the situation before SAIS. It was necessary for the citizens applying for social


assistances to collect documents about their situation by going to public institutions one-by-one or to use Service Office at One Step before SAIS. Moreover, in order to prevent reiterated assistances correspondence between public institutions needed to be done. It was necessary for the citizens to spend at least 3-5 days for collecting documents from public institutions and to bear the transport expenses and it was also required at least 15-20 days for developing the procedures at the Service Office at One Step. After the initiation of SAIS, almost 1 million documents have been abolished, 2 million TL have been saved by the citizens and above all average application period has decreased to a couple of minutes from 3 or 15 days.

Which documents were required in determination of neediness before Social Assistance Information System (SAIS)?

As well as there are differences between SAS Foundations, following doc-uments were required from the citizens applying social assistances ac-cording to the type of assistance before SAIS. With SAIS, it is adequate for the person to submit just T.R Identity Number.

Family Register Copy•Family Identity Register Copy•Student Certificate•Identity Card Copy•Address Information•Document for Vehicle Owner•Document for Tax Obligation•Document for Land Ownership•Document for Agricultural Supports•Document related to Social Security Situation of the citizen•Document for the Allowance of Law No.2022•Document for the Ownership of Bovine/Ovine•Document about whether or not the person receives assistance from •General Directorate of Social Services and Child ProtectionDocument about whether or not the person receives assistance from •General Directorate of Foundation


Document about whether or not the person receives Unemployment •InsuranceOther documents according to type of the assistance•

How long did it take to put Social Assistance Information System (SAIS) into practice?

The base of SAIS Project has been laid in January 2009 after the Identity Sharing System was opened for the use of SAS Foundations. The system, which was opened for receiving the Identity Register Copy at first, has turned into Social Assistance Information System after integrating rele-vant institutions since February 2009. In short, the system has been put into practice as a result of a 6-month intense work.

How intensely the Social Assistance Information System (SAIS) is being used?

SAIS is being used by SAS Foundations actively and intensely. 2.908 users in 973 SAS Foundations (81 provinces and 892 sub-provinces) throughout the country are actively using the system. Since the system was opened in February 2009, 630.000 interrogations for monthly average are being done. In the period of mass assistance, the number of interrogation rises to 1.200.000.

Document for Vehicle Owner Document for Tax Obligation Document for Land Ownership Document for Agricultural Supports Document related to Social Security Situation of the citizen Document for the Allowance of Law No.2022 Document for the Ownership of Bovine/Ovine Document about whether or not the person receives assistance from General

Directorate of Social Services and Child Protection Document about whether or not the person receives assistance from General

Directorate of Foundation Document about whether or not the person receives Unemployment Insurance Other documents according to type of the assistance

How long did it take to put Social Assistance Information System (SAIS) into practice? The base of SAIS Project has been laid in January 2009 after the Identity Sharing System was opened for the use of SAS Foundations. The system, which was opened for receiving the Identity Register Copy at first, has turned into Social Assistance Information System after integrating relevant institutions since February 2009. In short, the system has been put into practice as a result of a 6-month intense work. How intensely the Social Assistance Information System (SAIS) is being used? SAIS is being used by SAS Foundations actively and intensely. 2.908 users in 973 SAS Foundations (81 provinces and 892 sub-provinces) throughout the country are actively using the system. Since the system was opened in February 2009, 630.000 interrogations for monthly average are being done. In the period of mass assistance, the number of interrogation rises to 1.200.000.


How is the security of the personal data of our citizens provided on SAIS?

Social Assistance Information System depends on the basis of obtaining the personal data of the citizens, who apply social assistances, from rele-vant public institutions. There is no doubt that this situation creates need for providing the security of personal information of our citizens. In order to provide personal data security:

A petition which consists consent of the citizen applying social assis-•tance in order to do the interrogation,There are individual user names and passwords of all end users who •are using the application,It is registered on the database when, with which information and by •whom the interrogations are done,All interrogations are registered with barcodes showing by whom, •when and with which information interrogations are done.Thanks to VPN (Virtual Private Network) backbone created between •SAS Foundations and General Directorate, access to the system from the computers outside the Foundations is thwarted.Data flow provided over our General Directorate is enciphered ac-•cording to international standards and attaining the aforesaid data by third persons is prevented.


TO …………. SOCIAL ASSISTANCE AND SOLIDARITY FOUNDATION,

I have applied to your foundation in order to receive assistance and for determining the personal information and the neediness, I allow/do not allow the fact that the interrogations, which are specified below, are done by your Foundation and information attained is only used in the evalua-

tion process of my application.

Ministry of Interior General Directorate of Civil Registration and Na-A. tionality

Family Identity Register Copy1. Family Register Copy2. Person Register Copy3. Incident Information4. Address Information5.

Turkish Labour Institution (TLB)B.

Registration to TLB6. Unemployment Insurance7. Short-Time Working Allowance8. Job Loss Compensation9.

General Directorate of Social Services and Child ProtectionC.

Home-care Allowance10. Assistance in-kind and in-cash11.

I ALLOW

(Name-Surname-Date-Signature)

I DO NOT ALLOW

(Name-Surname-Date Signature)


General Directorate of FoundationsD.

Poverty Allowance12. Dry Food Assistance13.

Directorate of Revenue Administration E.

Tax Liability14. Vehicle Ownership15.

General Directorate of Land Registry and CadastreF.

Real Property Ownership16.

General Directorate of Social Assistance and SolidartyG.

Information about Conditional Cash Transfer17. Information about Income-Generating Project18. Social Assistance Information (YBB)19.

Ministry of Agriculture and Rural AffairsH.

Interrogations of Farmer Registry System20.

İ. Social Security Institution

Social Security Information21. Information about deserving Health Assistance22. Information about Law no.2022 Allowance 23.


What would have been the cost if SAIS Project had gone out the tender to private sector?

SAIS Project, which has been put into practice with a 6-month work by us-ing own resources, would have been realized with a 1-year works and by using 1.3 million TL as resources at the best if it had gone out the tender to private sector. Because to learn the works and procedures of GDSAS, to do needs analysis, to analyze the technical capacity of relevant institution would have required at least a 6-month work for the firm. In the following chart, approximate cost account of a private firm for software, hardware and personnel expenses is shown.

Number Gross Salary Duration Total Cost

Project Manager 1 6.500,00 TL 12 78.000,00 TL

Project Assistant 1 6.000,00 TL 12 72.000,00 TL

Project Consultant 2 6.000,00 TL 12 144.000,00 TL

Computer Engineer 5 5.000,00 TL 12 300.000,00 TL

HARDWARE HARDWARE EXPENSES

SUBTOTAL 594.000,00 TL

DISK UNIT 83.600,00 TL PROFIT OF THE FIRM (50%) 297.000,00 TL

SERVER 60.800,00 TL HARDWARE 224.400,00 TL

SOFTWARELICENSING 50.000,00 TL

OTHER 30.000,00 TL

HARDWAREOTHER 30.000,00 TL

SUBTOTAL 1.145.400,00 TL

HARDWARE 224.000,00 TLTOTAL EXPENSES

VAT (18%) 206.172,00 TL

TOTAL 1.351.572,00 TL


Which method has been followed for putting SAIS into practice?

Without going out to tender to any private sector, the project has •been developed by the personnel of the GDSAS and with its own re-sources.An interdisciplinary team, which consists of people who are suitable •for teamwork, complete the deficiencies of each other, speak the same language, take quick decisions and implement, has been formed in order to put the project into practice.This team has received trainings about e-State, Management Informa-•tion Systems and Project Management on TODAİ (Public Administra-tion Institute for Turkey and Middle East), State Planning Organization and Secretariat General for EU Affairs before project development phase and awareness has formed about successful projects on the project team.An efficient coordination has been provided between SAIS Project se-•nior management, project management, project team and software team. Beyond formal and bureaucratic managerial hierarchy, the proj-ect has been concluded with a result-oriented and horizontal percep-tion of organization.Before correspondence period for implementing the SAIS Project was •initiated, meetings have been done with the institution at senior man-agement level at first and a mutual agreement has been reached ver-bally. Data attained by the institutions and basis of cooperation have been determined. Then draft protocol text has been sent to contact persons of the relevant institutions and formal correspondence pe-riod has been initiated immediately after mutual agreement on the draft text was reached. This process has been followed by our person-nel on all institutions with senior management support. In case exten-sion risk of protocol period has been come up, all technical works and data sharing have been started for trial purposes without waiting for the signing of protocols.

An efficient risk and change management has been provided in the works of putting the project into practice. Risks, which constitute impediment


before co-workability and online data sharing, have been overcome swift-ly. Accordingly:

Due to the fact that institutions whose data are requested did not •have experience in providing online data, web services, which were needed, have been written by the technical team of our general di-rectorateHardware support (server etc.) has been provided for the relevant in-•stitutions in case they lack of necessary technical opportunities for providing online dataIf data required from the institutions are not kept on a database, soft-•ware support necessary for creating database has been provided and in some cases web based software has been created by our technical team.Data kept on different formats and on paper have been registered to •database by our personnel in some cases and have prepared for on-line sharing.In case of interruption on process about data request from certain •institutions, works related to these institutions have been monitored in the background but works and procedures of another institution have been started without time loss. Thus this bottleneck could not endanger the success of the whole project.





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