Transcript Re-engineering of Government Agencies through IT

Policies & Measures
for Establishing e-Government
in Japan
June 2005
June 2007
Tomohiro OHASHI
Professor, Meisei University, Japan
CONTENTS
1. What is an e-Government ?
2. Objectives of e-Gov
3. Measures
4. Administrative reform and e-Gov.
5. Legal Aspects of e-Gov
6. Success Factors
7. Difficulties
8. Program for Creating the Next-Generation e-Gov
9. Concepts of Next-Generation e-Gov.
10. Policy for IT education
1. What is e-Government ?
In an e-Government






There is no (
There is no (
There is no (
There is no (
There is no (
There is no (
).
).
).
).
).
).
Seamless Public administration
by ICT





Paper based documentation ⇒ multi-media
⇒ media free ⇒ inter-ministerial electronic
document exchange
specified office hour ⇒ 24 hour service “nonstop-service”
designated place for specified service /
designated administrative area
⇒ any place / any office for any service ⇒
virtual public office ⇒ cyber-government




Specified service ⇒ access point for many
types of services ⇒ one-stop service
public service at city halls ⇒ at home /
office
vertical hierarchy ⇒ horizontal flat
organization
regulation⇒ de-regulation / privatization
/ outsourcing
Three Major Projects of
e-Government in Japan
e-application
 e-delivering of gov Doc.
 e-office

to contents
2. Objectives of e-Gov



Convenience
Efficiency
Higher Quality of Services
Objectives of e-Gov.
1)
Convenience

four types of services delivering
One-stop Services
None-stop Services
Any-stop services
No-stop services

Accessibility of information




Improvement of Access
to Public Services
One-stop Services
 Non-stop Services
 Any-stop Services
 No-stop Services

One-stop Services

4 basic records of resident registration in various
applications

registrations / reporting to several organs

one license related to several administrative
organs

Update of address

Electronic Integrated (single) Counter Services
Non-stop Services




24 hours ATM
delivering machines of
resident registration certificates
information kiosks
public services through the Internet
Any-stop services



passports at post offices / city halls
resident registration certificates at
any city
update of drivers licenses
at post offices
No-stop Services
New Types of Public Services

Hyper-kiosks in Street Corners /
Convenience Stores

Public Services in Homes or Offices

Update of drivers licenses through
the Internet
2. Objectives of e-Gov. (continued)
2) Efficiency

quick service

time saving

burden reduction
 cost saving
3) Higher Quality of Public Services
to contents
3. Measures

e-application; administrative procedures

e-delivery; gov information to the public

e-office; efficient administrative
activities
3. Measures (continued)

e-application

Application from offices or homes

Many types of proc. & enormous
applications (billions a year in Japanese
gov)

Time and manpower saving

Quick services
3. Measures (continued)

e-delivery of info.

Full use of gov-owned information

Openness to the public

Transparency

Accountability

Participation of people
3. Measures (continued)


e-office
Efficient administrative activities

Paper-less: electronic document
management

e-procurement

e-routine work: accounting, personnel
management, documentation, procedures
e-file/paper in Japanese Gov. (central Gov.)
100%
90%
80%
70%
60%
50%
40%
30%
20%
10%
0%
97
98
99
2000
2001
year
paper
electronic file
2002
2003
Public Services of
e-Gov and e-Local Governments
online administrative procedures

anything
one-stop service of motor
vehicle possession
Passport at post office


anytime
anywhere
Application for public facility
utilization
Public gazette in the Internet
Resident registration
certificate at any city hall
Annual
global e-government
study by Accenture
2002年度
e-Gov.進捗度評価比較
％
７０
６０
５０
４０
３０
２０
１０
０
1 2 3
6 7 8 9　10
4　5　11
12
13
14
15
16
17
18
19
20
21
22
23
カ シ ア オ デ イ フ 香 ド ア オ フ ノ ニ ス ベ 日 ポ ブ マ イ 南 メ
ル 本 8:
1: Canada
Singapore
Denmark
UK 7: Finland
Germany
レ タ9: ア
ィ 4:Australia
ラ ル 6:ュ
キ
ナ ン 2:メ
ギUS
ラ Kong
ー ン 3:
ル Hong
港 イ イ 5: ラ
ー ペ
ト ジ ー リ フ シ
ダ ガ リ ス マ リ ン
ツ ル ン ン ウ ジ イ ギ
ラ French 13:
ン
ー
シ Belgium
ラ Norway
カ Netherlands
ポ 11:
ダ ス 14:
ト ー ス 12:
ル 16:
ア リ コ
10: Ireland
Zealand
15:ガSpain
ェ New
ー
ン
ー
ア
ン
ル
ー
ラ ク
カ
ド
ラ
ド
リ
ル
17: Japan 18: Portuguese
19: Brazil 20: Malaysia 21: Italy
ン 22: South Africa 23: Mexico
ア
ド
Innovative
先駆的リーダー
leaders
Visionary
ビジョナリ－チャレンジャ
followers
ー
Emerging
エマージングパフォーマ
performers
ー
builders
プPlatform
ラ ッ ト フォームビルダ
ー
to contents
4. Administrative Reform
and
e-Government
Administrative Reform
and e-Gov.





e-gov supports administrative reform
e-gov requires administrative reform
simplification of administrative procedures
organizational re-structure
outsourcing
4. Administrative Reform and e-Gov. (continued)

Simplification of administrative
procedures

Reduction of no. of proc.
Abolishing unnecessary proc.
Integrating related proc.
Avoiding duplicated proc. & forms





Reduction of times of filing
ex. two times a year ⇒once a year or
once in two years
e-Japan Action Plan
July 2002
Number of administrative procedures
No. of
Proc.
Proc. of
National Gov.
Proc. of
Local Gov.
Proc. of Public
Corporations
total
Online by Mar.
2004
ratio
13,589
13,299
98％
5,863
5,636
96％
1,610
1,529
95％
21,062
20,464
97％
4. Administrative Reform and e-Gov. (continued)
Many Types of Electronic Procedures








Filing, Applications & Reporting
Preservation of Documents
Disclosure of Public Documents
Electronic Document Management
Electronic Procurement
Electronic Data Exchange; EDI
Electronic Commerce
Electronic xxxx
4. Administrative Reform and e-Gov. (continued)
Outsourcing




Administrative reform require: small
organization & staff
Lack of skill or expertise of ICT in the
gov.
flexible personnel management
encouragement of ICT business to contents
5. Legal Aspects of e-Gov

Revision of Acts related

New act for on-line procedures

Revision of procurement proc.

Personal data protection act

Freedom of information act
Privacy Protection
in the Network Society
Personal data protection (continued)
Eight Principles of OECD Council

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


Collection Limitation Principle
Data Quality Principle
Purpose Specification Principle
Use Limitation Principle
Security Safeguard Principle
Openness Principle
Individual Participation Principle
Accountability Principle
Fear of privacy infringement
by Unique Identification Number

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

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
Data matching of Multiple Files
Data Leakage
Comprehensive Legal Measures:
National gov.; “Personal Data Protection Act”
Local Govs; Individual Ordinance
Private Sector; nothing but self-imposed control
Balance between Regulation and Economic
Activities
Regulation and Freedom of Expression
Concept of NEW Act
of Personal Data Protection

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


Private Sector as well as public Sector
Mass media: Principal measures
Personal Data Business:Severe Procedures
Severe Procedures: 8 principles of OECD
Individual Acts in Specific Fields:
Finance, Medical Services,
Telecommunication business
Framework of Protection of Personal
Data (before enforcement of the Law)
public
Nation
al gov
e-doc
paper
private
Local govs
priva
te
Framework of Protection of Personal Data
(after enforcement of the Law)
private
public
national
Personal
data
business
Mass media
paper
private
General business
e-doc
local
Freedom of
Information
Freedom of Information
Concept







Right of Demand for Disclosure
Openness or transparency of gov.
Accountability of gov.
Anyone can Demand
All the Document held by gov. for utilization in
the organization be Open in Principle
Exceptions: specifically described
Appeal System
Document Subject to Disclosure
Documents held by Gov. for Utilization
in the Organization
 Memos as follows be included:
Case of Federal Gov. of USA
①Memos attached to Filing of the
Divisions
②Memos transferred to Successor
③Memos kept in Shelves or Lockers

Freedom of Information (continued)
any person can access
any official documents except for:







Personal Data
Corporate Data
National Security
Diplomat Data
Data under Investigation
Data under Discussion
Audit, Suits, Personnel Management
Freedom of Information (continued)
Utilization of ICT for Disclosure

Perusal & Copy of Doc. by Various Media

Convenient Access to Doc.;

Access Points

Index, Reference System

Utilization of Network

Doc. Management using IT
Freedom of Information (continued)
Convenient disclosure




clearing system
utilization of networks
electronic media for disclosure
from “disclosure” to “provision”
to contents
6. Success Factors

Virtual Agency

Strategic plan

Relationship among central
and local gov
Virtual Agency
Dec. 1998
Policy:
＊ New Steering Structure apart from existing
ministries
＊ Specification of Targets and Missions of each
Projects
＊ Task Force under direct control of PM
cooperated by ministries
Projects of
Virtual Agency
[１] The Electronic Government

One-stop service on procedures related
with motor vehicles possession

Electronic Procurement

Paper-less of Administrative Work
[２] Informatization of Education
IT Strategy in Japan
Structure of ICT Strategy in Gov. of Japan
Basic Law on the Formation of the Advanced
Information & Telecommunications Network Society
e-Japan Strategy
Decision of the IT Strategy Committee chaired by Prime Minister
Strategic Plan for Creating e-gov
Basic Law on the Formation of
the Advanced Information and Telecommunications Network Society
General
purpose
Promotion of advanced information
telecommunication network society
economy
Restore of economic structure
International competition
people
life
Community and
social welfare
network
Policy
Education and
human
resources
EDI
IT benefit for the people
People’s life with affluence and composure
Activating community and improving
quality of social welfare
Network of the highest level in the world
Information literacy. specialists
Deregulations. Intellectual
property.protection of consumers
Public
administration
Public field
Policy
security
R&D
International
cooperation
Planning of
high
priority
Convenience of the people. Efficiency of
public administration. Network among
national and local govs.
Improvement of public services
Security of network. Protection of
personal data.
Reliability by the people
Cooperation among the national, local
govs. and private sector
International cooperation. International
standards
Principle policy and measures for
activities above
Items
Specification of targets and duration
Publication of priority plans
Publication of achievement
IT Strategy Headquarter
IT Strategy Headquarter
Chaired by Prime Minister
Deputy Chairs: Minister of Public
Management, Home Affairs, Posts and
telecommunications, Minister of Economy,
Trade and Industry,
Minister in charge of Information
Technology, Chief Cabinet Secretary
Members: all other Ministers,
Representatives from private sector
March 2001
e-Japan Priority Policy Program
World’s most advanced IT nation within 5 years (by 2005)
e-Japan Strategy Ⅱ
Decision of the IT Strategy Committee May 15th, 2003
Basic Concept



Targets
The 1st. Strategy: Infrastructure for
Advanced IT Society： mostly achieved
The 2nd. Strategy: Establishing vigorous,
secure, impressive and convenient society
through IT
e-Japan Strategy Ⅱ(continued)

Standpoints

Identifying actual benefit for people

Constructing comprehensive
collaboration with Asian countries
e-Japan Strategy Ⅱ(continued)
Two Types of Reform
1. Structural Reform
 Avoiding inefficiency of existing systems through
ICT
 Making full use of managerial resources
2. Creation of New Value
 Creating new business and market through
relocation of fruits by structural reform
e-Japan Strategy Ⅱ(continued)
Organization for promoting the reform
Establishing leadership for promoting reform
by IT Strategy Committee
Strengthening roles of the Committee
/ Decisions on avoiding duplicated investment, priority of
measures and etc.
/ Management of progress and evaluation of outcomes
/ Setting up an evaluation organization (special study team in
the Committee)


Close relationship with other Committee; Economy and
Treasury Council etc.
e-Japan Strategy Ⅱ(continued)
Leading Projects for utilization of IT
１．Medical Services
２．Food
３．Daily Life
４．Medium & Small Business and finance
５．Knowledge
６．Working
７．Public Services
e-Japan Strategy Ⅱ(continued)
Leading Projects: Public Services
1. One stop service and improving efficiency of
governmental activities
2. A society people can participate through easy
availability of legislative, administrative and judicial
information





One stop service, Portal site (by 2005 FY)
Plan for optimization of application systems (by 2005
FY)
Avoiding duplicated investment, common systems,
integration of systems beyond administrative organs
Measures for allowing private sector to keep
document on electronic files
Reform of procurement procedures
e-Japan Strategy Ⅱ(continued)
Key roles of CIO




Top management for promoting IT
Management & coordination of IT policy,
projects (planning, budgeting, personnel
management)
CIO in each Ministry &
Inter-ministerial CIO Committee
Deputy CIO with IT expertise
e-Japan Strategy Ⅱ(continued)
Coordination



ICT projects require coordination in each
ministry & whole gov.
Focal point, permanent organs
Duplication, inconsistency, linkage
Review and evaluation


Cost/benefit, cost/performance
by IT Strategy committee
Relationship
among
Central & local Govs.
Network among
National & Local Govs.



Local Government WAN (LG-WAN) to
cover all the local governments
Interconnection of Kasumigaseki
WAN ; Inter-ministerial WAN and LGWAN
Resident Registration Network
Resident Registration Network

Revision of Resident Registration Act

Network connecting resident registration
systems of all cities, towns & villages

One-stop Services & Any-stop Services

Sharing basic records among local govs and
National Government
Unique ID Numbering System

The 1st Experience for Japanese Society

ID data: (Four Basic Records; Name, Address, Sex,
Date of birth) + (ID number)

ID card with IC chip in which basic four records
are stored Surface of ID card: picture, four basic
records

ID card ⇒ could be official certificates
to contents
7. Difficulties
Difficulties because of
the Nature of Public Administration

Non-profitable business

non-profitable services, activities

impossible to stop loss-making or
deficit-ridden services

Fairness

universal services

manual services in parallel with e-services
6. Difficulties (continued)







Legislations and regulations
Prescribed in detail and rigidly
inflexible procedures & operation
Diversified requirements
from diversified customers
too many requirements
conflicted requirements
influences from many outside groups or
organs
6. Difficulties (continued)
Diversified Office Work

regular 75%


routine 33%
planning / judgement 25%
non-routine 17%

ad hoc

25%
to contents
8. Program for Creating
the Next-Generation
e-Government
Program for Creating the Next-Generation
e-Government (2003 – 2005)
Decision of the Ministerial Chief Information Officer (CIO) Council
PART 1 BASIC RATIONALE
ⅠPrinciples
1 High-level administrative services
2 Transparency on policies and increasing
public involvement
3 Universal design
4 Operational efficiency
5
Use of private sector’s potential
6
Protection of personal data
7
Collaboration with other organizations related
and international organs
Ⅱ Targets
1 User-oriented administrative services
2 Simple government with high budget efficiency
PART 2 BASIC PRINCIPLES OF
MEASURES
Ⅰ Enhancing Public Convenience and Services
1 Promoting Online Use
2 Expanding One-Stop Services
3 Developing Systems and Improving Services from
User’s Point of View
Ⅱ Operational Reforms in
Response to IT Use
1 Optimization of Operations and Systems in
Internal Management, etc.
2 Optimization of Common System
3 Optimization of Individual Operations and
Systems Other Than Those of Internal
Management
4 Coordination of Implementation Procedures
III. Developing a Common Environment
1 Strengthening Promotion Schemes
2 Implementation and Operation of Information
System
3 Strengthening of Efforts Aimed at Creating Secure,
Efficient e-Gov
4 Strengthening of Links with Incorporated
Administrative Agencies and Local Authorities,
to contents
etc.
9. Concepts of
Next Generation
e-Government
Directions of the Next-Generation e-Gov.








from convenience to quality
from efficiency to effectiveness
from individual to integrated services
from citizen to an individual
from D.I.Y to outsourcing
from central to local gov.
from vertical to horizontal organization
from public to private sector
9. Next-Generation e-Gov.
from convenience
to higher quality of public services
 Contents of services
 Services to an individual
 Consultation services
 Attentive services

9. Next-Generation e-Gov. (continued)

from efficiency to effectiveness

Policy making

Planning

Outcomes

BPR; Business Process Re-engineering
of Government Activities or Office work by
ICT

from divided individual services
to an integrated service

one-stop service through single window
guidance + forms + transaction
portal site of gov-owned information


9. Next-Generation e-Gov. (continued)


from “Do It Yourself”
to outsourcing
making full use of higher skill & expertise of
private sector

cost & manpower saving

promoting ICT industry
9. Next-Generation e-Gov. (continued)

from central to local gov
Local gov: near to citizen
 Many types of public services
 Possibility of one-stop services
 Similar services among local govs
 Competitiveness among local govs

9. Next-Generation e-Gov. (continued)





from vertical to horizontal organization
Multiple-deep-layered vertical structure
Dissemination & collection of data through
network
Quick decision making & communication
Manpower saving
9. Next-Generation e-Gov. (continued)
from public to private sector
 public-private-partnership; P.P.P.
 support of activities of community
 effective, efficient & innovative
activities & services
 citizen-oriented services
 useful & enjoyable information

toward e-Democracy





e-community
participation in decision making
public comment
e-conference
e-collaboration among public sector,
NPO, NGO and private sector
to contents
10. Policy for IT education
IT education Policy in Japan






Hardware and Infrastructure by the end of
March 2002
PC: 20 sets in a primary school & a junior high
school, 40 sets in a high school
Internet: ISDN in all the public school
Training program in computer/information
literacy
for teachers
for would-be-teachers
Problems







Readiness of teachers:
Most of teachers: computer literacy
Few teachers: utilize PC in education
Quality of educational software
CAI; Computer assisted Instructions
Not big business
Development of software by teachers: busy,
technologically difficult
Issues for the moment





Teachers: TT; temporary, short-term IT
engineers from private sector
Software:
some public organs: R&D, support of
teachers
Workshops:
sharing
information,
experiences, know-how, software
Policy for encouraging private sector in
developing educational software




making full use of IT in the new curriculum
of public school
new ability: survey, compiling reports and
presentation: information from Internet,
process using applications
educational material on multimedia
from computer literacy to information
literacy
Pupils
 They are living in IT society.
 They will support and advance the
IT society in the near future.
 They are beneficiary of IT.
Activity to solve Digital Divide








Everyone should enjoy IT benefit
Information Literacy of the People
IT Course for especially
Middle-aged Office worker
House wives
Senior people
Budget of the National Government to Cities
Support from Universities and IT vendors
Thanks
T. Ohashi