ICT in Tartu City Government

Jüri MölderCity Secretary

Agenda

• Short overview about local governments in Estonia

• Infrastructure services

• Financial IS

• Geographic IS

• Document management

• Plans for future

Local Government in Estonia

Estonia is territorially divided to counties, rural municipalities and cities: 15 counties 226 municipalities

– 33 cities

– 193 rural municipalities Two thirds of local government units have less than 3000 inhabitants.

The functions of local government (1)

Basic education Culture and sports Health care Social welfare services Housing and utilities, the maintenance of infrastructure Environmental protection and waste management Spatial planning and construction activities Maintenance of law and order, fire fighting and rescue

services Other functions

Tartu – City of Good Thoughts

• Estonia’s second-largest city

• Research and education centre

• Important commercial centre

• Increasingly popular tourist destination

•Tartu first mentioned in written: 1030

•City rights: 1253

•Foundation of the University of Tartu: 1632

•Area: 38.8 km2

•Population: 100 000

Administration

City Council • 49 councillors

City Government• 6 members (the Mayor +

5 Deputies)• 11 departments + the City

Government Office• ~300 employees

City Council • 49 councillors

City Government• 6 members (the Mayor +

5 Deputies)• 11 departments + the City

Government Office• ~300 employees

City Government organisation chart

City Secretary

The highest unpolitical employee in City Government

Lawyer by profession

Main function is to control City Government acitivities and legal acts

Leader of City Government Office

City Government Office

City Government Office is responsible for ensuring the smooth operation of the City Government and coordinating its administrative activities

8 different services: IT Service, Executive Service, Legal Service, Accounting Service, Internal Audit Service, Personnel Service, Foreign Project Coortination Service, Misdemeanour Proceedings Service

49 employees

IT Service

• 13 workers • Head of service• Head specialists• Tech support

Tasks

• IS management • IS development• End-user support• Hardware/software acquisition• Network administration

Numbers

• 350 computers in-house• 4000 computers in total• 30 physical servers• 7 virtual servers• 75 buildings connected (30

fibre optics endpoints, 40 ADSL links)

Tools and technologies

• Windows XP (Win7 in 2012) • Suse Linux, Novell OES• PostgreSQL /MS SQL Server• FreeBSD/Apache/PHP/MySQ

L• Lotus Domino• Citrix XenServer• Novell Zenworks

Tools for officials

• Groupware • Document management• Web services• Financial IS (MS Dynamics

AX)• Geographic IS (Mapserver)• National registers, „x-road“• Special applications

Legal basis• Public Information Act (2000)

– Information that hasn’t been classified as internal or personal must be available to citizens

– Web page is the easiest way to make this information available

• Digital Signature Act (2000)– Digital signature is equal to

manual signature

• ID Documents Act (1999)– ID card is mandatory starting age

15– More than 900 000 cards issued

Evolution of webpages• 1996 – first web page of Tartu

– Information portal - bringing information to people

• 1999 – Internet-accessible databases– Information created by officials

becomes automatically accessible on the Web

– Getting feedback

• 2003 – receiving digitally signed documents

Development of web pages Specific sub-pages

Events in Tartu Bus Information Digital books Mapserver

Campaign pages City of Good Colours

Festivals– http://www.tartu.ee/nordicfestival/– http://kirjandusfestival.tartu.ee/

E-services• Procedure guides• Downloadable forms• Electronic forms

– Unsigned • Participation in campaigns• Questions & Answers

– Signed via the KIT portal (demo)

• Requests of information• Events newsletter

Documents from KIT portal

2003 - 71 2004 - 104 2005 - 245 2006 - 582 2007 - 1113 2008 - 2101 2009 - 2572 2010 - 2551 2011 - 929

2003 2004 2005 2006 2007 2008 2009 2010

0

500

1000

1500

2000

2500

3000

G2B services

• Geoweb (2005)– Geo-archive (2011)

• Local (advertise) tax declarations 2006, 2011

• SPOKU (2008)

M-services• M-parking• M-ticket• M-payments• M-teacher• M-photo• M-library• M-lighting

Document management

• GoPro purchased 2001• Upgraded to 4.1 in 2005• Constant development using

both in-house and outside resources

• 550 users - 300 + 250

DMS – main ideas• Official's main tool• Users do work themselves• Activities are traceable• Info is entered once and

published automatically• Public and non-public info are

kept separate• Entries are considered as being

digitally signed

DMS – GoPro case• Document registry• Document processing• Forwarding incoming

documents• Creating new documents• Approval of draft documents• Short-term preserving of

documents (until archived)• Document publishing

DMS – GoPro case• Cases (2010)

• Correspondence (26 500 cases, 65 000 documents/year)

• Parking fee (6000 cases/year)• Urban planning (30 cases/year)• International projects (180

cases/year)• Public procurements (150 cases/

year)• design criteria for construction

projects (300 cases/year)• Permissions (public events,

deforestation etc.) (600 cases/year)

DMS – GoPro case• Document registry• Document processing• Forwarding incoming

documents• Creating new documents• Approval of draft documents• Short-term preserving of

documents (until archived)• Document publishing

Financial IS

• MS Axapta purchased 2000• Upgraded twice, currently up-

to-date• Installed as ASP service,

brought in-house 2010• 60 concurrent users• Currently migrating historic

data to euro• Integration with e-invoices

Geographic IS

• First GIS database 1991• First public mapserver 2002• Unified address database• GeoWeb data exchange 2005• Geo-archive 2011

Timeline• 1989 first computers

• 1991 Information technology department

• 1991 first GIS solution, database solutions

• 1992 local area network

• 1993 database of legislative acts

• 1996 first web page of Tartu

• 1998 Domino installed

• 1999 Internet-accessible web databases

• 2001 Axapta installation (ASP)

• 2001 GoPro introduced

• 2001 PBX Centrex service

• 2002 GoPro in use (may)

• 2002 public mapserver

• 2003 Receiving digitally signed documents

• 2004 GoPro in subordinate offices

• 2005 GoPro upgrade to 4.1

• 2007 First IP phones

• 2009 Axapta upgrade to version 2009, brought in-house

• 2011 PBX management to IT services

• 2011 Axapta euro migration

Future development

• Moving to total integration of communication networks

• Fiber optics to all subordinate offices

• Continuing cost optimization through optimal balance between rental and in-house services

• Unified reporting environment• No major platform shift

Questions?

Information about Tartu

• www.visittartu.com – Information available in 12

languages– Everything about

accomodation, dining, entertainment, transport etc

• www.tartu.ee– Information available in

Estonian, Finnish, English, German, Russian

Thank You!

Mr Jüri MölderCity Secretary

Tel. +372 736 1203E-mail: Juri. Molder@raad.tartu.ee

www.tartu.ee