Porters, St. James, Barbados June Aide Mémoire

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1 Fifth Caribbean Ministerial Consultation on Regional Cooperation for E-Government Capacity Building Porters, St. James, Barbados June 2004 Aide Mémoire CONTENTS Executive Summary Context Objectives Outcomes Agenda Preparatory Work for the Meeting Participants Venue, Date and Languages For More Information EXECUTIVE SUMMARY Following the recommendations of the Fourth Caribbean Ministerial Consultation on Strategies for E-Government held in January 2003 in Point Salines, Grenada, the Caribbean Centre for Development Administration (CARICAD), a specialized institution of the Caribbean Community (CARICOM) and the United Nations Department of Economic and Social Affairs (UNDESA) are organizing the Fifth Ministerial Consultation on Regional Cooperation for E-Government Capacity Building, to be held on June 2004 in Porters, St. James, Barbados. The Consultation, financially supported by the Government of Italy, will bring together Ministers of Governments and other senior officials of Caribbean countries to discuss and adopt the Action Oriented E-government Strategy for Countries of the Caribbean Region, The Consultation aims also to define the next steps towards implementing the recommendations emerging from the strategy, as well as to explore the modalities of implementation, including funding modalities and partnerships. E-government is being developed in the Caribbean Region in the context of the on-going debate and efforts related to the reform of public administration. The Ministerial Consultations are part of the broader initiative for administrative reform and e-government capacity building by the countries in the Caribbean Region and CARICAD, the Government of Italy and the Division for Public Administration and Development Management of UNDESA. The Ministerial Consultations are undertaken with due consideration of the CARICOM/ICT Connectivity Agenda.

2 CONTEXT During the last four years, CARICAD and UNDESA have organized four Ministerial Consultations and High-Level Workshops on Capacity Building in Public Administration and Governance. The Consultations, financially supported by the Government of Italy, brought together Ministers of Caribbean governments, senior public sector managers, representatives of regional and international organizations, leading regional and international experts, and representatives of citizen organizations. The Third and Fourth Ministerial Consultations considered the themes of ICT and e-government, respectively. The Third Ministerial Consultation recognized the importance of ICT and e-government to the national and regional development and stressed the possibilities of regional cooperation in facilitating the introduction of e-government at the national level. As such, a key outcome of the Third consultation was the creation of a Caribbean E-Government Working Group tasked with drafting such a regional strategy. The Working Group held two meetings during 2002, which served to define its mandate and Terms of Reference, as well as to develop a project proposal for the formulation of a Regional E-Government Strategy and Action Plan. The Fourth Ministerial consultation provided an opportunity to consider the outcomes of the Working Group s activities, identify the strategic objectives of a Caribbean regional initiative on e-government for improved public sector management; solicit agreement on the next steps for measuring e-government readiness in the region; and enhance awareness and commitment to the main processes, costs and benefits of e-government as a tool for improved management of the Caribbean public sector. The participants of the Fourth Consultation confirmed the need for developing a regional e-government strategy for the Caribbean in order to benefit from economies of scale, harmonize individual country efforts, foster regional integration and cooperation and build upon progress already made in a number of countries. They also concurred that, in spite of the progress made, additional analytical work was necessary in order to develop a meaningful, comprehensive and, most of all, effective regional strategy. The participants in the Fourth Consultation stated: The year 2003 must be a year of achievement and implementation (Recommendation for Action 2.11). During 2003 and early 2004 CARICAD and UNDESA, in support to the Caribbean E-government Working Group efforts, carried out preparatory analytical work leading to the formulation of a Regional E-Government Strategy and Action Plan. Such work capitalized on a number of past and current reviews, assessments and exercises in this field conducted at the international, regional and country level, and included: 1. The carrying out of a comprehensive inventory, review and analysis of ICT and e-government developments in the region; 2. The creation of the E-Government in the Caribbean web site within the United Nations Public Administration Network (UNPAN), which is populated with these key regional resources on e-government; Fifth Caribbean Ministerial Consultation on Regional Cooperation for E-Government Capacity Building, Aide Mémoire 2

3 3. The further development of an e-government readiness assessment methodology initially elaborated by UNDESA, by teaming up with representatives and experts of selected countries in the Region and with leading world experts on ICT and e-government. The methodology, elaborated to assist governments in the development of more relevant and informed e-government strategies and action plans that are better aligned with good governance and public sector reform goals, is a flexible instrument providing a choice in the depth of assessment undertaken and in this way creating an innovative framework for approaching the issue of e-government readiness. 4. The testing of the e-government readiness assessment methodology in nine countries of the Region being at different stages of e-government development, namely Barbados, Belize, Grenada, Guyana, Jamaica, St. Lucia, St. Vincent, Suriname, and Trinidad & Tobago. 1 Sixty-eight surveys were completed by central government, public agencies and civil society in the nine countries. Combined with analysis of background material, including consideration of the e-readiness work of CARICOM that focuses on broader ICT issues, the e-government readiness assessment has provided an overview of the challenges and opportunities facing the Region. The diffusion of the methodology also helped to raise awareness at the national level. 5. The preparation of a draft Caribbean Regional E-Government Strategy and Action Plan, which was led by the Caribbean Working Group on E- Government and was supported by leading world experts on ICT and E- Government. The Strategy and Action Plan builds upon the results of the previous steps and identifies standards, goals, targets, and approaches towards which Caribbean countries can work. In particular, and in line with the methodology employed in the readiness assessment, the Strategy and Action Plan focuses on several strategic axes identified as priorities within the Region such as: deepening the political debate between the citizens and the government; increasing the value and accessibility of public services to their consumers; and protecting and nurturing people, information and an environment for creative interaction among people and between people and information, in the process of knowledge development. As mandated by the decisions of the Fourth Ministerial Consultation, the draft Caribbean Regional E-Government Strategy and Action Plan is to be submitted to the Fifth Caribbean Regional Ministerial Consultation for review and approval. E-Government is being developed in the Caribbean Region in the context of the ongoing debate and efforts related to the reform of public administration. The Ministerial Consultations are part of the broader initiative for administrative reform and e-government capacity building by the countries in the Caribbean Region and CARICAD, the Government of Italy and the Division for Public Administration and Development Management of UNDESA. The Ministerial Consultations are undertaken with due consideration of the CARICOM ICT/Connectivity Agenda, with special reference to the section devoted 1 A country survey for Cuba has also been planned, but has not been completed by the time of drafting this Aide Memoire. Fifth Caribbean Ministerial Consultation on Regional Cooperation for E-Government Capacity Building, Aide Mémoire 3

4 to e-government. The ICT/Connectivity Agenda is a strategic policy framework for ICT development in the Region adopted in early 2003 by CARICOM Member States. It entails a coordinated approach to conceptualization and development of ICT policies and development of structural, legal and regulatory frameworks, to stimulate and promote broader access to and use of information and communication technology by the population of the Region, and the transfer of technology. OBJECTIVES The Fifth Caribbean Ministerial Consultation aims at providing a platform for further dialogue, commitment and closer cooperation at the regional level on government policies and strategies for the application of ICT in the public sector. The consultation also aims at increasing awareness, among Caribbean public officials and the population at large, on the main processes, cost and benefits of e-government, not only as a tool to achieve greater administrative efficiency and effectiveness, but also to transform the public bureaucratic hierarchies into networks, manage information, create knowledge, expand participatory democracy and protect the right to privacy. The specific goals of the meeting are two-fold: 1. To discuss and adopt the Regional E-government Strategy and Action Plan; 2. To identify the next steps towards implementing the recommendations emerging from the strategy, and explore the modalities of implementation, including funding modalities and partnerships. OUTCOMES Expected outcomes and outputs of the Fifth Consultation are: 1. Increased policy making capacity regarding the application of ICT to transform government s internal and external relations; 2. Increased awareness, consensus and commitment among Caribbean countries on the advantages of regional cooperation on e-government, and more specifically on a proposed Regional Strategy and Action Plan; 3. Identified areas for institutional capacity building and human resources development in relation with regional Caribbean e-government initiatives; 4. Recommended possible multi-country projects supporting established regional priorities, objectives and interests, relative to realizing the potential of e-government to foster democracy and development in the Region. This would include initiatives and identified ICT applications to a regional e-government project as means for strengthening regional integration. 5. Identified prospective partners and sources of funding. Fifth Caribbean Ministerial Consultation on Regional Cooperation for E-Government Capacity Building, Aide Mémoire 4

5 AGENDA The meeting will entail two days of work in plenary sessions. The first day will be devoted to the discussion and adoption of the draft E-Government Strategy and Action Plan for Countries of the Caribbean Region. On day two in the morning, regional experts will present a number of local initiatives, while in the afternoon prospective partners will present their views on the programmatic priorities for the Region as outlined in the Strategy, and on its prospective modalities of implementation. PREPARATORY WORK FOR THE MEETING The Consultation, which is funded by the Italian Government, will be hosted by CARICAD and organized jointly by CARICAD and UNDESA. To achieve the above mentioned objectives, CARICAD and UNDESA, in collaboration with the Caribbean E-Government Working Group, will undertake a number of substantive, administrative, and organizational activities, which will include: 1. Preparing the aide-memoire and agenda of the Consultation; 2. Setting venue and dates; 3. Preparing list of participants, send invitations and follow up for confirmations; 4. Communicating with partners and coordinating on provision of different inputs; 5. Ensuring timely preparation of the draft Caribbean e-government strategy and action plan, to be submitted to the Consultation s participants for discussion and approval. This draft strategy is the main output of a related project entitled E-government Strategy and action plan for the Caribbean States, currently under DESA execution in cooperation with CARICAD. 6. Drafting Terms of Reference and supervising the preparation of background materials and presentations to be made by resource persons, including: a. Presenting lessons learned from the review of the ICT developments in the region and from the e-government readiness assessment; b. Identifying possible pilot initiatives to be implemented as a follow up to the Consultation, as well as possible sources of funding and partnerships. 7. Assisting representatives from Caribbean countries and regional organizations in preparing presentations to be delivered at the meeting; 8. Making necessary logistic arrangements regarding conference facilities and services and participants accommodation at the venue of the meeting; 9. Providing participants with travel and administrative support; 10.Preparing the final report of the Consultation; and 11.Ensuring availability of up-to-date information about the Consultation in the UNPAN Website. Fifth Caribbean Ministerial Consultation on Regional Cooperation for E-Government Capacity Building, Aide Mémoire 5

6 PARTICIPANTS The Consultation is open to participation by all countries identifying themselves as Caribbean countries. Its natural focus is on Caribbean countries Members of CARICOM: Antigua and Barbuda, the Bahamas, Barbados, Belize, Dominica, Grenada, Guyana, Haiti, Jamaica, Montserrat, St. Kitts and Nevis, Saint Lucia, St. Vincent and the Grenadines, Suriname, Trinidad and Tobago (Anguilla, Bermuda, British Virgin Islands, Cayman Islands and Turks and Caicos Islands are the Associate Members of CARICOM); and the Caribbean Member States of the United Nations. 2 Invitees will include: two high-level representatives (Minister of Government and/ or Head of National e-government Coordination Office) for each CARICOM Member and Associate Member State and/or United Nations Member State and for the other countries identifying themselves as Caribbean; regional and international experts; representatives of regional and international organizations and bilateral agencies; and representatives of regional and international citizens and business organizations. It is expected that a total of approximately 80 people will participate in the Fifth Consultation. A preliminary list of countries and organizations invited includes: CARICOM and/or United Nations Member States 1. Antigua & Barbuda 2. The Bahamas 3. Barbados 4. Belize 5. Cuba 6. Dominica 7. Dominican Republic 8. Grenada 9. Guyana 10.Haiti 11.Jamaica 12.Montserrat 13.St. Kitts and Nevis 14.Saint Lucia 15.St. Vincent & The Grenadines 16.Suriname 17.Trinidad and Tobago Associate Members of CARICOM 1. Anguilla 2. Bermuda 3. British Virgin Islands 4. Cayman Islands 5. Turks and Caicos 2 Neither Montserrat nor any of the CARICOM Associate Members are members of the United Nations. Cuba and the Dominican Republic, Member States of the United Nations, are not members of CARICOM. Fifth Caribbean Ministerial Consultation on Regional Cooperation for E-Government Capacity Building, Aide Mémoire 6

7 Other Caribbean countries 1. Aruba 2. Bonaire 3. Curaçao 4. Guadeloupe 5. Martinique 6. Puerto Rico 7. Saba 8. Saint Barthelemy 9. Saint Eustatius 10.Saint Maarten 11.U.S. Virgin Islands Caribbean Organizations 1. Association of Caribbean States (ACS) 2. Caribbean Development Bank (CDB) 3. Caribbean Community (CARICOM) 4. Caribbean Centre for Administration and Development (CARICAD) 5. Caribbean Forum (CARIFORUM) (on agriculture and trade) 6. Caribbean Telecommunication Unit (CTU) 7. Organization of Eastern Caribbean States (OECS) Other International Organizations 1. Central American e-government Task Force Secretariat 2. Commonwealth Telecommunication Organization (CTO) 3. Commonwealth Network of IT for Development 4. Council of Europe 5. European Union (EU) through the European Union-Latin America and the Caribbean (EU-LAC) Alliance for the Information Society 6. Gateway Foundation 7. Ibero-American e-government Task Force 8. Institute for Connectivity in the Americas (ICA) 9. Inter-American Development Bank (IADB) 10.Fundacion Redes y Desarrollo (FUNREDES) 11.Inter-American Telecommunication Commission (CITEL) 12.Development Innovations & Alliances Division /Organization of American States (IACD/OAS) 13.Organization for Economic Co-operation and Development (OECD) (on legal and regulatory framework) 14.United Nations Department of Economic and Social Affairs (UNDESA) 15.United Nations Development Programme, Regional Bureau for Latin America and the Caribbean (UNDP/RBLAC) 16.United Nations ICT Task Force (UNICT-TF) 17.United Nations Economic Commission for Latin America and the Caribbean (UN-ECLAC) 18.World Bank (WB) Bilateral Agencies 1. Canada 2. France Fifth Caribbean Ministerial Consultation on Regional Cooperation for E-Government Capacity Building, Aide Mémoire 7

8 3. Italy 4. Japan 5. Korea 6. The Netherlands 7. Spain 8. United Kingdom 9. United States VENUE, DATE AND LANGUAGE The Consultation will take place at the Royal Pavilion & Glitter Bay Resorts in Porters, St. James, Barbados on June The working language of the Consultation will be English, with simultaneous translation to and from French and Spanish (as needed). The meeting documentation will be available in English only. FOR MORE INFORMATION Please visit the Caribbean E-Government Initiative Website at: or contact: Caribbean Centre for Development Administration (CARICAD) Ms. Angela R. Skeete E-Government Focal Point and Regional Programme Coordinator Bridgetown, Barbados Tel: (1-246) /6 or Fax: (1-246) United Nations Department of Economic and Social Affairs (UNDESA) Ms. Angela Capati-Caruso Economic Affairs Officer Knowledge Management Branch/DPADM New York, USA Tel: (1-212) Fax: (1-212) Fifth Caribbean Ministerial Consultation on Regional Cooperation for E-Government Capacity Building, Aide Mémoire 8