easia Award Recommendation Form

Transcription

1 Asia Pacific Council for Trade Facilitation and Electronic Business easia Award Recommendation Form Recommended Project: ebas A Successful Government EIP Category:? Trade Facilitation Electronic Business in Public Sector? Electronic Business in Private Sector? Bridging Digital Divide Recommended by: (in print) Reason: The ebas (electronic Budget, Accounting and Statistics ) Extranet was organized in 2000 and officially launched in ebas aims to complement policies to create an e-government for Taiwan, including reorganization and increasing administrative efficiency. With the effort of all staff, ebas has helped to shape new dimensions of information application in the BAS system. The Directorate-General of Budget, Accounting and Statistics (DGBAS) of the Executive Yuan is the highest BAS authority in Taiwan. BAS offices for other central organizations and local governments are established by DGBAS, with the size and the staff of each office dependent on their duties. There are 3,930 BAS offices, with a combined staff of 13,898, including 12,288 accountants and 1,610 statisticians. Among them, 8,955 work for the central government and 4,943 for the local governments. Under the BAS system, BAS personnel answer to the head of the organization to which they are attached, but also report to the superior BAS agency. Consequently, the BAS system is of independent. DGBAS has become the highest BAS authority operating an independent administration (BAS) system. The first large government Extranet The DGBAS is responsible for the government s budget, accounting and statistics. The structure of ebas connects all offices and staffs in the nation to form an exclusive Extranet offering all kinds of digital business applications, information exchanges, and messaging and communications. The ebas helps establish a fast information network between government to government (G2G) and is the first large government Extranet in Taiwan. Page 1

2 Asia Pacific Council for Trade Facilitation and Electronic Business Establishing BAS information supply chain and speeding information transmission The ebas platform is a hierarchical structure that integrates central organizations and local governments. It rebuilds business digitalization processes and increases administrative efficiency. The following are application examples: 1. Over 4,000 official business mailboxes in the BAS offices and 13,000 mailboxes of BAS staff have been established to offer a fast way of contact, reduced operation time and increased administrative efficiency. 2. Seventy-eight bulletins allow regional BAS authorities to deliver official messages to subordinate BAS organizations. 3. Convenient data collection system provides BAS authorities the ability to collect complete subordinate BAS organization data. The data can be transmitted directly to the DGBAS to decrease handling of data and shorten data-processing time SARS Special Budget Data System: During the SARS crisis of 2003, the Taiwan government made a special budget of NT$50 billion available to deal with this crisis. Based on this system, daily information on SARS budget spending was collected from over 150 BAS offices all over Taiwan to provide to the Director General and to the Premier. The system can also create monthly budget accounting reports to deliver to the Legislative Yuan. 5. Related Applications for BAS Staff Training Center: DGBAS operates a training center that offers numerous training programs for BAS staff all over the country. Through ebas, program announcements, registration notices, recommendations, transfer and training notices, and pre-registration service for food and accommodation during training programs can be accessed and submitted. 6. Personnel identification applications are used to organize online voting for BAS personnel evaluation committee members, BAS logo and online surveys regionally and nationally. In addition, generated voting and survey outcomes are transparent. 7. BAS Business Symposium Application: Every year, the DGBAS director will hold symposiums in each region of the Taiwan area. During the symposiums, the director will get to know the problems of the BAS staff in each region. ebas is used to announce symposium agendas and information and to provide coordination for attendees. It also establishes an area for showing pre-meeting opinions enabling BAS organizations and sections to carry out appropriate preparation. In addition, it provides mutual interactive channels to solve problems that cannot be immediately discussed in person. Providing BAS knowledge management, shaping a learning organization The ebas provides knowledge management functions for BAS staff. Page 2

3 Asia Pacific Council for Trade Facilitation and Electronic Business 1. BAS Forum: For experience sharing and question discussion, basically a think tank for BAS staff. 2. BAS Acts and Explanations: ebas provides BAS Acts and explanations to serve as references for BAS staff. 3. BAS and Computer-related Online Training Programs. 4. BAS Staff Training Center Curricula: Provides distance learning for staff that cannot participate in programs at the DGBAS staff training center. Publicizing personnel information, strengthening team morale 1. Recruitment Announcements: All job opportunities of BAS organizations are announced on ebas. All BAS staff can choose suitable jobs based on their requirements and qualifications, as well as location. This application makes promotion channels more transparent. 2. BAS Personnel Transfer Requests: BAS staff can register their personal information to seek location exchange opportunities. This application is helpful for strengthening staff morale. Providing personal services, building customer-oriented service portal The ebas provides functions of personal mailbox, address book, schedule, personal home page, notepad, e-communities and related links. Conclusion The ebas has been in operation for three years focusing on innovative development and applications and has generated significant benefits. 1. Significantly reduces both time and cost in transferring data to increase administrative efficiency. 2. Reduces the quantity of documents and repeated data input to save costs and shorten procedures. 3. Standardizes procedures to reduce overall operating costs. 4. Strengthens the concepts of teamwork and family among BAS organizations. In summary, ebas has significantly improved BAS system G2G administration, service efficiency and staff communication (C2C) to serve as a paradigm for e-government applications in Taiwan. Signature: Page 3

4 Asia Pacific Council for Trade Facilitation and Electronic Business easia Award Application Form Country/Economy:The Republic of china (Taiwan) Date:93/04/15 Project Title: ebas A Successful Government EIP Organization: Directorate-general of Budget,Accounting and Statistics, The Executive Yuan Category:? Trade Facilitation Electronic Business in Public Sector? Electronic Business in Private Sector? Bridging Digital Divide Project Leader:Tsai-Hong Huang Job title: Director of Data Processing Division Phone Number: Address:rhuang@dgbas.gov.tw Contact Person:Shu Ling Wu Mailing Address: No. 2, Guangjhou St., Taipei City 100, Taiwan, R.O.C. Phone Number: #792 Fax: address:z00wu@dgbas.gov.tw URL (if applicable) This form is completed and submitted by (in print): Tsai-Hong Huang Signature: Page 4

5 ebas - A Successful Government Enterprise Information Portal Directorate General of Budget, Accounting and Statistics (DGBAS), Executive Yuan, TAIWAN, R.O.C.

6 TABLE OF CONTENTS PART ONE ABSTRACT... 2 PART TWO EXECUTIVE SUMMARY... 7 I. About Us...8 II. III. IV. Before ebas...10 Objectives...11 ebas Goals...12 V. ebas Strategies...14 VI. VII. Achievements...16 ebas Structure...17 VIII. Future plan...19 PART THREE PROJECT CONTENTS I. Reengineer information exchange mechanism...21 II. Establish BAS information supply chain...23 III. IV. Knowledge management...27 Establish a BAS e-community...30 V. Portal of BAS Applications...32 PART FOUR ACHIEVEMENTS I. Summary of achievements...34 II. Description of achievements

7 PART ONE ABSTRACT 2

8 The Directorate General of Budget, Accounting and Statistics (DGBAS) of the Executive Yuan is the highest BAS authority in Taiwan. It is responsible for national budgeting, accounting, statistics, censuses and surveys. All other BAS offices including both central and local government organizations are supervised by DGBAS. Altogether there are 3,930 BAS offices and 13,898 BAS staffs. The Information Management Center (IMC) of DGBAS stands on the cutting edge of information technology. It utilizes the latest computer technology in providing government services. In 1995, the IMC set up the World Wide Web of DGBAS ( and used it to publish the government budget and statistics information for the public. In 1998, the IMC established the DGBAS Intranet in order to share information among staffs and to re-engineer data processing within DGBAS. 3

9 However, without an extranet for DGBAS communication among the BAS offices remained cumbersome. Considerable time was wasted in transferring and submitting documents among the numerous BAS organizations scattered throughout the nation. This led to a communication process that was not only time-consuming but also very difficult to manage. In 2000 the IMC conceived the ebas (electronic Budget, Accounting and Statistics) portal and in 2001 launched the first large-scale government extranet as shown in the figure below: 4

10 Created as an important portal and knowledge management platform, the ebas improved the communication process through providing all BAS staff with essential information in a timely manner. Specifically, the ebas functions are described as follows: I. Reengineer information exchange mechanism To offer speedy multi-level communication, the ebas has established the following: (1) over 4,000 official business mailboxes for the BAS offices and 14,000 mailboxes for BAS staff, (2) seventy-eight bulletins for the regional BAS authorities to deliver official messages to subordinate BAS organizations, (3) seventy-eight convenient data collection systems for the BAS authorities to collect complete subordinate BAS organization data. II. Establish BAS information supply chain Within the ebas platform is a hierarchical structure that integrates central and local government organizations. Under such a structure, both individuals and organization units are readily identified, allowing many applications to be developed for building business digitalization processes. III. Implement knowledge management The ebas aims to bolster BAS staffs professionalism and enrich their experiences by providing a learning environment for knowledge management purpose. 5

11 IV. Establish a BAS e-community A BAS e-community reinforces communications among staff, strengthens team morale, and provides personalized services. V. Build portal of BAS Applications To build ebas as a portal requires integration of BAS application services. For the last three years in operation, the ebas has provided the BAS system efficiency and flexibility which are the two keys to success in the 21st century. Specifically, the ebas provides a user-friendly interface with high-quality information for decision making and administrative management. Above all, the ebas establishes a new advanced information-service vision for the BAS members. All the ebas staffs have witnessed significant benefits drawn from the development of innovative applications and the new workplace atmosphere generated by the portal. 6

12 PART TWO EXECUTIVE SUMMARY 7

13 The Taiwan's e-government plan, a government mandate developed in recent years, is driven by two major forces: to better serve the people and to improve government efficiency. As a part of the overall e-government plan, the ebas plan aims to create, in the area of BAS functions, an e-government for Taiwan with emphasis on implementing government reengineering and improving government administrative efficiency. Set up in 2000 and launched in 2001, the ebas Extranet with the joint effort of all BAS staffs has shaped new dimensions of information applications in the BAS system. I. About Us The Directorate General of Budget, Accounting and Statistics (DGBAS) of the Executive Yuan is the highest BAS authority in Taiwan. It is responsible for national budgeting, accounting, statistics, censuses and surveys. All other BAS offices including both central and local government organizations are supervised by DGBAS. Altogether there are 3,930 BAS offices, with a combined staff of 13,898, including 12,288 accountants and 1,610 statisticians. Among them, 8,955 work for the central government and 4,943 for the local governments. 8

14 Under the BAS system, BAS personnel report to the head of each organization to which they are attached. Besides, they also report to the central BAS agency functionally. Consequently, the BAS system is comprised of numerous independent entities working together under the umbrella of DGBAS. 9

15 II. Before ebas As the highest organization of the BAS structure, DGBAS is responsible for the announcement of laws, government regulations, and data collection on a regular and ad hoc basis. Before the implementation of ebas, the process of data submission and correction was exhausting and time-consuming due to the large number of organization levels in the BAS system with personnel scattered throughout the nation. Also before ebas, new personnel or those assigned to distant locations might feel isolated and unsupported especially when they found it difficult, if not impossible, to discuss or share work experiences with other BAS staff. This was due to the highly specialized nature of the BAS work. 10

16 III. Objectives In 2000 the DGBAS of the Executive Yuan initiated the ebas portal and in 2001 launched the first large-scale government extranet with the following objectives: 1. Establish a proprietary and nationwide Enterprise Information Portal (EIP) for BAS organizations and their staffs, thus building an e-community of the BAS family. 2. Establish an efficient platform that offers, transfers and collects necessary BAS information, thus forming a fast government-to-government (G2G) information network. 3. Provide an interactive environment for all BAS personnel to efficiently communicate with one another, share their experiences, and improve their expertise to achieve the objective of offering quality government-to-customer (G2C) and customer-to-customer (C2C) services. 11

17 IV. ebas Goals 1. Reengineer the information exchange mechanism, by simplifying the BAS System workflows. The purpose is to reduce both time and cost of data transfer and to increase administrative efficiency. 2. Establish a BAS information supply chain and speed up information transmission. 3. Provide BAS knowledge management, shape a learning environment, and strengthen team morale. 4. Establish a BAS e-community to enhance personalized services and improve communications among BAS staffs. 5. Build the ebas as a portal to integrate various BAS application services, including information systems such as Government Budget, Government Accounting, Official Statistics Management, Census Investigation and BAS Personnel, etc. 12

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19 V. ebas Strategies 1. Innovative Service The ebas crystallizes people s creativity. Since the ebas taskforce constantly seeks to meet the needs of users through aggressive innovation and experimentation, the ebas provides an environment in the BAS e-community for stimulating creativity and establishing appropriate behavior. 2. Common Consensus The ebas taskforce is a firm believer of the Together, everyone achieves more mantra to complete its method of cooperation. It makes use of constant promotion and communication including meetings to gain the support of DGBAS high-level officials and central, county and city governments. At the same time it organizes information promotion taskforces to establish common consensus within the organization. 3. Effective Reengineering Convert the existing paper-based processes into a powerful digital data exchange mechanism, meanwhile, a specific assessment procedures was established for the BAS system. 14

20 4. Electronic Infrastructure Establish an effective mode of communications to overcome the limitations of distance among the BAS members spread all over the nation. Complete the knowledge bank to provide an intelligent platform for national BAS staffs. 15

21 VI. Achievements 1. Significantly reduces both time and cost of data transfer and increases administrative efficiency. 2. Reduces the quantity of documents and repeated data input to save costs and shorten processes. 3. Standardizes procedures to reduce overall operating cost. 4. Strengthens the BAS personnel s knowledge management and communication ability. 5. Establishes a nationwide family of BAS members to bolster their morale. The achievements include both measurable and immeasurable items. For further details please refer to PART FOUR (page 33). 16

22 VII. ebas Structure The ebas application structure is composed of three major parts: 1. Electronic Infrastructure The DGBAS Information Management Center has a complete software and hardware environment and its database servers are installed with security mechanisms. All BAS members are connected through the Internet and form a dedicated ebas Extranet. 2. Completely Structured Organization and Personnel Database (1) A complete hierarchical organization integrates central governments and local governments and avails of 3,930 official boxes as communication channels between units (G2G). (2) The database of 14,000 BAS members uses the Directory Service method to organize BAS staff by departments. By integrating with the BAS personnel database system, the incumbent position of all staffs can be reflected most up to date. All members are equipped with a mailbox for communication purpose. 3. ebas Applications Establish an Internet portal Web site to provide timely announcements and a variety of convenient multiple applications services for BAS members. For details of project content, please see PART THREE (Page 20). 17

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24 VIII. Future plan The ebas is an organic Web site that relies on creativity for its growth. All personnel contribute their ideas to develop it in the following ways: 1. Integrate all BAS-related management information systems into the ebas intelligent platform to strengthen a digitalized workflow and operation environment and to better assist BAS personnel in their work. 2. Expand the scope of ebas information services to strengthen cooperation, and build strategic alliances, with public or private entities. 3. Promote the ebas system s successful experiences to other central government organizations to improve inter-government communications and administrative efficiency such that the e-government ideas can be better implemented and the results better shared. The final goal of the ebas taskforce is to build a BAS society that would allow the ebas members to endlessly sprout new ideas for the benefit of their community. 19

25 PART THREE PROJECT CONTENTS 20

26 Created as an important portal and knowledge management platform, the ebas improved the communication process through providing all BAS staff with essential information in a timely manner. Specifically, the ebas functions are described as follows: I. Reengineer information exchange mechanism A workflow analysis simplifies the BAS system operation to reduce both time and cost in transferring data and to increase administrative efficiency. 1. Over 4,000 official business mailboxes in the BAS offices and 14,000 mailboxes of BAS staff have been established to reduce processing time and increase administrative efficiency. 2. Seventy-eight bulletins allow regional BAS authorities to deliver official messages to subordinate BAS organizations. 3. Seventy-eight data collection systems provide BAS authorities the ability to conveniently collect complete subordinate BAS organization data. The data can then be collected by the DGBAS in the same way. Thus these systems decrease handling of data and shorten data-processing time. They also allow the accumulated subordinate data to be condensed into one file for further processing. 21

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28 II. Establish BAS information supply chain Within the ebas platform is a hierarchical structure that integrates central and local government organizations. Under such a system, both individuals and organization units are readily identified and many applications can be developed to rebuild business digitalization processes and increase administrative efficiency. The following are application examples: SARS Special Budget Control System In 2003, Taiwan government made a special budget of NT$50 billion (US$ 1.5 billion) available to deal with the SARS crisis. Based on this system, daily information on SARS total budget spending was collected from 16 divisions of central government and over 150 local governments all over Taiwan. The budget accounting reports are generated automatically and submitted to the Director General of DGBAS and to the Premier daily before four o clock in the afternoon. This system also creates monthly budget accounting reports for review by the Legislative Yuan. This system solved the problem which would have been previously mission impossible. 23

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30 2. Related Applications for BAS Training Center DGBAS owns a training center in Taipei that offers numerous training programs for BAS staff all over the country. Through ebas communication functions, the following information can be accessed and submitted: training program announcements, nominations and screening, registration notices, training notices, and personal service such as food and accommodation etc. 3. Personnel identification applications Under the ebas a lot of applications can be developed by utilizing the personnel identification of personnel database. Examples of such applications are as follows: online voting for evaluation committee members, selection of BAS logo, and online regional and national surveys. As a feature of on-line voting, the voting process is transparent and results are announced immediately. 4. BAS Business Symposium Application Every year, the Director General of DGBAS holds a symposium in each region of Taiwan area to meet with the BAS staff. The symposium agenda are announced through the ebas. Also on the ebas platform a bulletin board is established for collecting pre-meeting opinions, the coordination for attendees is provided, and finally the symposium results are posted for review by all BAS staff. 25

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32 III. Knowledge management One of the ebas goals is to bolster BAS staffs professionalism and enrich their experiences. This goal not only is in compliance with their needs in carrying out their duties, but also serves as a means for them to mature as individuals. 1. BAS e-forum The BAS e-forum is a public venue for all BAS members to express their opinions and problems. The e-forum has four categories: accounting, statistics, human resources and others. It is designed to allow BAS members, especially new or inexperienced ones to freely bring up a topic for discussion and to solicit the opinions of experienced members. Up until May, 2004, 960 problems have been brought up and responses on the board have come from 3,080 individuals. Their inputs form an important think tank for BAS staff. 2. BAS Acts, Regulations and Interpretations The BAS Acts, Regulations and Interpretations are an extremely important foundation for BAS staffs. With up-to-date announcements on the ebas, BAS staffs are able to deal with questions in the course of their daily work. 27

33 3. BAS and Computer-related Online Training Programs On the ebas a learning web site, named ITSchool, has been set up to offer specialized BAS courses and computer-related courses. This school makes it possible for all BAS staff, especially those who live in remote and inconvenient locations, to improve their skills through professional training. 4. BAS Training Center Curricula The lectures and course material offered by the BAS Training Center in Taipei are available at the ebas Portal for those who are not able to attend in person. 28

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35 IV. Establish a BAS e-community The BAS e-community reinforces communications among staffs, improves transparency, strengthens team morale, and provides personalized services. 1. Recruitment Announcements All job opportunities of BAS organizations are announced on the ebas, allowing all BAS staff to find a job suitable for them based on the requirements, qualifications, as well as locations. This application makes job replacement transparent. 2. BAS Personnel Transfer Requests All BAS staff can put up on the ebas proposed opportunities for exchange of working locations. 3. Providing personal services ebas provides services including: personal mailbox, address book, schedule, personal home page, notepad, e-communities and related links. 4. BAS e-forum In the BAS e-forum, the BAS members not only discuss official business. They may also share their personal feelings with other members. 30

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37 V. Portal of BAS Applications The ebas as a portal integrates BAS application services, including information systems such as Government Budget, Government Accounting, Official Statistics Management, Census Investigation and BAS Personnel, etc. 32

38 PART FOUR ACHIEVEMENTS 33

39 As a result of the implementation of ebas significant improvements of the BAS system have been achieved. Shown below is a summary followed by a description of the achievements: I. Summary of achievements 1. Significantly reduces both time and cost in transferring data and increases administrative efficiency. 2. Reduces the quantity of documents and repeated data input to save costs and shorten processes. 3. Standardizes procedures to reduce overall operating costs. 4. Strengthens the BAS personnel s knowledge management and working capabilities to reduce impediments in communication. 5. Establishes a nationwide family of BAS members to bolster their teamwork. 34

40 II. Description of achievements 1. Reengineering the information exchange mechanism (1) Reduces capital costs yearly by NT$10,000,000(US$300,000), saves effort by 50%, reduces paperwork by 42,000 documents, and reduces document processing by 2-3 days. (2) Standardizes workflows and thereby significantly strengthens the mechanism for tracking down data, which has shown visible results in operating efficiency. 2. Establishing BAS information supply chain and speeding up information transmission (1) Reduces capital costs by NT$3,000,000(US$91,000) per annum; saves effort by 60%, and reduces documents by 20,000 and sheets of paper by 3,000,000. (2) Establishes verification mechanism and improves the accuracy of information. (3) Quickly consolidates the feedback of information from all staff members within the BAS structure and all result are disclosed openly. 35

41 3. Providing BAS knowledge management and shaping a learning environment. (1) Provides a superior environment for all staffs to retain current knowledge, discuss problems, and share their professional experiences. (2) Strengthens the professionalism of BAS staff and increases their morale. 4. Building the ebas as a portal to integrate BAS application services, including information systems such as the following: Government Budget, Government Accounting, Official Statistics Management, Census Investigation and BAS Personnel. (1) Reduces capital costs yearly by NT$2,500,000(US$75,000), saves effort by 50%, and reduces documents by 5,000, sheets of paper by 1,000,000 and document processing by 5 days. (2) Provides BAS members with more satisfactory and user-friendly application support services. The achievements include both measurable and immeasurable items as shown in the figures below. 36

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