ORGANISATION FOR ECONOMIC COOPERATION AND DEVELOPMENT (OECD) STATISTICS DIRECTORATE

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1 Distr. GENERAL WP.3 9 May 2012 ENGLISH ONLY UNITED NATIONS ECONOMIC COMMISSION FOR EUROPE (UNECE) CONFERENCE OF EUROPEAN STATISTICIANS EUROPEAN COMMISSION STATISTICAL OFFICE OF THE EUROPEAN UNION (EUROSTAT) ORGANISATION FOR ECONOMIC COOPERATION AND DEVELOPMENT (OECD) STATISTICS DIRECTORATE Meeting on the Management of Statistical Information Systems (MSIS 2012) (Washington, DC, May 2012) Topic (i): Architecture Development of Inter-Ministry Information System for Official Statistics (IMISOS) under the efforts for The Optimization Plan of Operations and Systems for Statistical Work Invited Paper Prepared by Shunsuke Kimura and Ken Hoshino, Ministry of Internal Affairs and Communication, Japan I. Introduction 1. In 2006, the Japanese government made a government-wide strategic plan to build a shared and generalized system which is called The Optimization Plan of Operations and Systems in order to promote egovernment as a part of administrative reform. We would like to present our experiences with this. 2. Based on this plan, an action plan called The Optimization Plan of Operations and Systems for Statistical Work was adopted in 2006, to overcome the disadvantage of the decentralized statistical system of Japan which is prone to redundant operations and systems for statistical work. 3. The objectives of the latter plan are: to improve public statistical services to improve convenience and security of responses by survey respondents to reduce public statistical work load to save public statistical expenditure to centralize the statistical information systems which different ministries had operated and maintained independently 4. Under this action plan, the statistical information systems of different ministries were integrated into a single system to be shared by ministries as the Inter-Ministry Information System for Official Statistics (IMISOS).

2 2 5. This system mainly providess (1) A One-Stop-Service of all kinds of official statistics for various uses, and (2) A business-survey frame (database system) which has population information n concerning establishments and enterprises for various ministries, and (3) Online statistical surveys by various ministries. Figure1: Efforts for The Optimization Plan of Operations and Systems S for Statistical Work 6. As shown below (Figure 2), IMISOS consists of various subsystems. Those are used in each phase of statistical survey operations, namely Planning, Preparation for field works, Fieldd works, Verification and Publication. Following chart shows available system applications for each phase. People and enterprisess access the system through the Internet, whereas, ministries and local government access the system through Kasumigaseki-WAN (a Wide Area Network linking ministries of the central government. Kasumigaseki is the central district of government offices.) and LGWAN (Local Government Wide Area Network). IMISOS contributes to streamlining of public statistical work, and it is based on the concept off architecturee that integrates system components. 7. The entire management and operation of f IMISOS has been entrusted to The National Statistics Center as a government management agency for streamlining and simplifying governmental work. The Center takes up the role of editing data and tabulation of the principal statistics, such as The Population census, Consumer Price Index, and such, and researching the statistical technology. IMISOS does not provide the functionn which contributes to the phase of statistical survey operation of Tabulation, because b the operation is performed by The National Statistics Center or other external resources.

3 3 Figure2: Statisticall Survey Operations and IMISOS II. Outline of the Portal Site of Official Statistics of Japan ( e-stat ) 8. Under the decentralized statistical system of Japan, each ministryy provides public statistical service, whereas more convenient and generalized servicee was required of users. The Portal Site of Official Statisticss of Japan (e-stat) aims to provide a One-Stop-S Service for statistical information. The e-stat site collects and integrates statistical information from the websites of all ministries, and provides p various statistical services via Internet. The e-stat contributes to improvement in the phase of statistical survey operation of Publication. Figure3: The top page of e-stat (

4 4 A. Search for Statistics 9. Statistical Tables Management System saves spreadsheets, CSVV or PDF files of statistical tables, and Statistical Information Database is compiled from statistical survey results, which ministries have made. Users can not only search by keyword, theme, and ministries, but also browse and download them, and draw out statistical tables and graphs. B. Easy Access to main statistics ( Looking through figuress and graphs ) 10. Users are able to view statistical data in the form of visual images, for example figures and graphs displayed on a map, and such. i) In the Japan in Figures and Graphs, users are able to grasp the latest l statistical indicators by numbers and graphs. Figure4: Image of Statistical Indices by Looking through Figures and Graphs ii) Regional Statistics Analysiss System provides various statisticall data concerning prefectures and municipalities. Users are able to browse principal data such as population andd the total land area of each prefecture and municipality in i detail. Besides that, users are able to make a graph from the principal dataa by extracting data for different itemss and districts. Figure5: Image of Regional Statistics Analysis System

5 5 iii) Statistical Geographical Information System provides a varietyy of statisticalal informationn on the map. Users are able to download statistical s data together with geographic information which is not only concerning prefectures and municipalitie es but also concerning more small areas such as 500m 500m Mesh Statistics. Moreover, this functionn allows users to easily grasp the situation concerning the merger of municipalities. Figure6: Statistical map of 500m 500m Mesh Statistics (Japanese) Figure7: Maps showing the merger of municipalities (Japanese)

6 6 C. Other functions of e-statt 11. Other functions of e-stat include: (a) (b) (c) (d) In the Further resources, users are ablee to search statistics websites of ministries and agencies directly. Disseminating of the latest information by two means: andd RSS reader. Provision of an option of My Page customized for registered users to show the statisticss designated beforehand concerning the latest information on statistical data, release schedules and such. Provision of options of threee sizes of characters, voicing function, color change, and pronunciation to improve accessibility. D. Emergency measures 12. The e-stat contributed to providing information about the "The Great G East Japan Earthquake". Immediately after the occurrence of the t earthquake, an item of information about the earthquake was added on the top page of e-stat. In this item, e-stat can provide links to web sites of the administrative organ that has the earthquake-related information and measures, such as the Prime Minister's Office and Ministry of Internal Affairs and Communications. Moreover,, we provided statistical information i which is specially created for contributing to reconstruction. For example, we had posted thee map of the flooded area, and the number of population and households there. Figure8: The map of the flooded area and the number of population and households (Japanese)

7 7 III. Outline of Online Survey System ( e-survey ) 13. Survey respondents have been complicated to respond to surveys on account of respect for privacy, diversification of their lifestyle or working schedule and such. For the Statistical surveys conducted by ministries, the e-survey system makes it possible for people and enterprises to conveniently respond from their homes or offices via the Internet. The e-survey operates under a rigorous security measure. 14. Thanks to the e-survey, survey respondents have advantage of being able to respond to surveys regardless of their lifestyle or working schedule. In addition, ministries are able to improve efficiency of operation via the e-survey function, for example by automatic data editing. 15. The e-survey system contributes to the phase of statistical surveyy operations of Preparation for field works, Field works, and Verification, by coordinating with Enumerator Management System which manages information about enumerators such as name, address, telephonee number, pictures and such, and enables to relate the enumerators to the t enumeration districts. Each enumerator is ablee to check the online survey response in each enumerationn district, andd takes charge of the collection by using together with paper questionnaire. 16. The process of accessing the e-survey system from the respondent is as follows. The respondent s transactions are encrypted by SSL. For the statistical surveys, the ministries need onlyy to make an electronic questionnaire (Excel, PDF or HTML) to use e-survey system. (a) Login by entering the ID and password (b) Download the electronic questionnaire from e-survey system (c) Complete the questionnaire responses r (d) Save the responses in electronic form (can be saved with password) (e) Send the responses to e-survey system (f) Receive confirmation of the acceptance of the data of the questionnaire Figure9: e-survey response processs

8 8 IV. Other systems of IMISOS 17. Other systems of IMISOS include: (a) Back Office Portal Site provides functions for officials who are in charge of the statistical operations of ministries and municipalities. (b) Authentication System performs authentication for IMISOS, and manages the information needed for authentication in an integrated fashion. (c) Statistical Frame of Establishments and Enterprises is a business-survey frame (database system) which has population information concerning establishments and enterprises for all ministries and contributes to the effective planning of economic surveys. i) Not only is the information in the database provided to ministries, but this system assists in collecting samples and avoiding repetition of survey respondents. Moreover, this system manages the historical answer-record of surveyed objects. (d) Statistical Classification Management System allows searching of the Japan Standard Industrial Classification, Japan Standard Occupational Classification, Japan Standard Commodity Classification, Classification of Diseases, Injuries and Causes of Death. (e) Survey Items Database records items and questionnaires used in Statistical Surveys. Users are able to search metadata such as definitions of items. (f) Statistical Area Code Management System manages information concerning changes regarding municipalities such as mergers, name or boundary changes, and a Statistical Area Code. It is possible to grasp these transitions via a timeline. 18. Statistical Classification Management System, Survey Items Database and Statistical Area Code Management System contribute to the phase of statistical survey operation of Planning through the Back Office Portal Site for statistical officer, whereas users are able to use them through the e-stat. V. Conclusion and Challenges 19. IMISOS launched in April 2008 under the Optimization Plan of Operation and Systems for Statistical Work has been well received by the users, and proved to be successful. Users can obtain their desired statistical information without regard to which ministry is responsible for the statistics, and various useful functions which make good use of dissemination technology by e-stat. And Survey respondents can conveniently and securely respond from their homes or offices via the Internet by e-survey. Moreover statistical systems expenditure and statistical work load can be saved, and good cooperation of all ministries is built through the efforts for the Optimization Plan. 20. Under the decentralized statistical system of Japan, it is very important to build a consensus of ministries for implementation of the Optimization Plan. The Japanese government built the CIO Council which consists of Chief Information Officer of all the ministries (an assembly of Director-Generals of the Secretariat of all the ministries), and made a project team which consists of statistical officers and information system officers of all the ministries, and the leader of which is the Statistics Bureau (MIC). The project team follows up the progress of the Optimization Plan, and reports that result to the CIO Council each year. 21. All ministries must integrate their statistical information systems into IMISOS when they replace their existing systems in accordance with the Optimization Plan. 15 systems have already been discontinued and

9 9 transferred to IMISOS, and 11 systems will be done henceforth. For the statistical surveys conducted by ministries, half of them use online survey method with conventional paper questionnaire, and about 40 percent of which use e-survey system. Henceforth, the e-survey system will be more popular. Under these efforts, we expect to save systems expenditure by 480 million yen (about 6 million dollars) each year, and to reduce the work load of 3,000peson-days each year in all ministries. 22. For the statistical survey results, the e-stat system delivers the data of about 450 statistical surveys, or about 75 percent of all surveys. And about 870 thousand of statistical tables (spreadsheets, CSV or PDF files) are delivered through it. Almost all of the results of the Fundamental Statistics designed by the Statistics Act and other main statistics have been stored in IMISOS. The number of accesses from users to e-stat system has increased each year. The number in FY 2010 was more than 78 million. 23. IMISOS may be improved according to the request of users, technological development of information system, and such. Considering the direction of the next-generation IMISOS, new services for power users may be provided such as API (Application Programming Interface) for Statistical Information Database, whereas we should make enhanced publicities for potential users. In any case, keys to success are setting goals and visions of the plan as concrete as possible to obtain consensus among the ministries, and leadership of the Statistics Bureau (MIC) and cooperation of all other ministries. We will continue with our efforts for the optimization