BUCHAREST MUNICIPALITY Member of Romanian Association of Municipalities

1. 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@bucuresti-primaria.ro

2. Summary • The City of Bucharest • Local Public Administration • Bucharest Municipality IT Strategy

3. 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.

4. 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

5. 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

6. 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

7. 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.

8. 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 9001:2000)

9. 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

10. 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)

11. Bucharest Urban Database Satellite images Raster Data Aerial images Scanned maps Vector Data Surveys CAD files

12. Bucharest Urban Database Architecture

13. 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)

14. 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 Bucharest’s citizens, in safe conditions by operating integrated with the Portal system • The electronic archive system is functioning in seven departments

15. Information System for Electronic Mail System architecture • MS Exchange 2000 Server Enterprise • 2 Domain Controller Servers • 300 workstations / users (600 this year)

16. 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

17. Documents Management and Workflows Workflow example

18. Customer 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

19. 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 Municipality’s customers (external) or of the Bucharest Municipality’s employees (internal)

20. 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

21. Portal - Internet / Intranet – System Architecture

22. 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.

23. Infrastructure of the integrated Information System

24. 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.

25. General View of the System

26. ISO 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

27. 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.

28. 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

29. 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

30. 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@bucuresti-primaria.ro