Federale
Overheidsdienst
FINANCIEN
FOD Financiën – SPF Finances
Frank Baelus – ICT Operations
Some highlights from the journey to
the digital office @ Ministry of Finance
- Drivers of digitalization
- ECM concepts
- Projects
- Technology
- New ways of work
p. 3
Drivers towards the digital office
Process modernization (Business Process Re-engineering)
Business process integration (e-gov type 4)
Technological evolution
Staff decrease
Flexible working:
Ergonomie and “flexdesk”
Mobile working
Home working
Organizational change (less buildings) Organization with front offices for citizens
p. 4
FPS Finance in figures
405 buildings
28000 staff
600 IT staff
IT budget 110M/euro (apex + part of opex)
Servers in datacenter Windows2003/2008: 562
Virtual Windows XP: 129
unix (solaris): 212
Unix (aix/linux): 23
Unix (HP): 2
ESX hosts: 63
Mainframe GCOS8: 2
Mainframe BS2000: 2
Mainframe IBM VM/VSE: 2
Regional servers: 77
Applications: 450
Dev. teams: 100
PRINTING
SCANNING
CENTRAL DATA
CENTER
DR DATA
CENTER
p. 5
ICT production centers
2004 2010
1 datacenter for disaster recovery
1 datacenter for production
( and backupsystems other FPS )
2 centers for high-volume
scanning
1 center for high volume
printing
-Datacenters: - separate computercentra for each fiscal administration - regional computercentra with minicomputersystems - no disaster recovery datacenters
-Directe belastingen en invordering
-BTW, registratie en domeinen
-Douane en accijnzen
-Algemeen secretariaat
-Kadaster
-Thesaurie
p. 6
Coperfin modernization e.g.Tax-On-Web: continuous improvement
2003 2004 2005 2006 2007 2008 2009 2010
Deceased persons / divorced couples
Start
International civil servants EC
TOW for: - civil servants - tax advisors
New tax
calculation
Pre-fill of tax-return
MyMinFin
MyMinFin Pro
Tax for
Non-residents
-Enterprise systems management
-Application Performance management
Remote monitoring center
FPS Finance contact center
Technical improvements
-Storage and processing renewal
2011
Fed IAM
-Storage and processing renewal
Servicedesk
(F)UP -ITIL -TESTING
-COBIT
Bu
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Te
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no
log
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Org
aniz
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Meth
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p. 7
-Base compo- nents
-Data entry
-Vali- dation
-Calcu- lation
- Ac-
coun- ting
-Fiscal audit
- VENSOC BIZTAX STIRON …
- STIPAD (hypotheken, kadaster, registratie, …)
-NCTS, PLDA, MASP, …
-FINPROF,
- Tax-on-web TaxCalc TAXI
-Intervat, STIR-TVA,
Personal income tax
VAT
Corporate income tax
Land registry
Customs
Withholding tax
Application modernisation strategy / sequence
-STIM
ER
- Fraude detec- tion
BI
DWH
-Management & Governance
p. 8 -8
Staff evolution = the major challenge
Staff members/age Retirements / year
Natural evolution Decrease with 38 %
p. 10
Changing workplace
Flex-Desk in new buildings
Already in multiple buildings(e.g. FinTo, NoGa, …)
Front-offices for interaction with citizens and companies
No-more individual printers
Multifunctional printers
Pay per use
Mobile tax/customs officers
Project MoDa
Mobile applications (Motor vehicule tax check)
Experiments with home working ongoing
p. 11
Enterprise content management: different aspects of ECM
Archive
Collaboration
T
E
A
M
SHARE C
O
L
L
A
B
Content
S
E
A
R
C
H
PUBLISH
I
N
T
E
G
R
A
T
E
DOCUMENT
Process
Process
p. 12
ECM technologies
Collaboration
Portals
Web content management (WCM)
Team collaboration tools
Business processes management
E-mail and messaging
Content
Search
Knowledge Management
Document Management
Document LifeCycle Management (incl. Record mngmt)
Archiving
Focus ECM on unstructured data, both in structured as in unstructured processes (e.g. case mngmt) Use of both structured and unstructured data in business apps.
p. 13
ECM Projects @ minfin
Some projects with impact on the office workers
Workflow contentieux (the early start)
ScanFin / MyScan (document input)
FinPress-FedoPress (document output)
Communication and collaboration
Archivage Légal (ECM suite) / records mngmt
Knowledge Management (search)
Technical (the underlying technical platforms)
Portals MyMinFin – MyMinFin Pro (coupling it all together)
p. 14
Data entry & Document input
Multi-channel data-entry
Web-applications (e.g. Tax-on-web, Intervat, PLDA,…)
Centrale scanning of paper (= ScanFin)
Local scanning of paper (= MyScan)
ScanFin = High volume scanning centra
Started with VAT declarations and land property plans
Then Personal income tax declarations and annexes
Now “permanent files”
MyScan = local scanning of paper documents
1 scanroom in each building
Documents are added to Filenet ECM system and entered in predefined workflow
p. 15
Different channels of data/document input
From fiscal year 2010 and later: - no paper declaration anymore - fiscal year 2010: 4550 - fiscal year 2011: 756000 Tax payer can ask not to receive a paper declaration any more.
p. 16
(still) DATA output on paper
Still 100.000.000 clicks /year Decreasing volumes due to
digitalization of documents No paper output for tax offices
Fully integrated ADF Mailtracking Use of bPost Georoute to sort
output Printing on demand
Black/white and color printing
Convergence offset and digital printing
p. 18
Communication & Collaboration
Generalized Voice-over-IP telefonie (Cisco)
“number for life”
both for fixed and mobile telefonie (Frank Baelus tel: 0257/62501 gsm: 04707/62501)
E-mail platform : IBM Lotus Domino
Lotus notes (3500) + iNotes (26000)
Sametime for messaging
Voip integration (user has choice)
Collaboration: multiple tools in use
eXoPlatform
Microsoft sharepoint services (WSS)
Other tools: Lotus Quickr, wiki’s, …
Not yet integrated with ECM platform
Technically integrated with ECM platform
p. 19
Portals : intranet + MyMinFin (pro)
On internet:
- MyMinFin portal for citizens
- MyMinFin-Pro portal for tax advisors
On intranet:
- Sites for each fiscal domain
- Consolidation is on-going (technical and content)
p. 20
Archiving
Archiving is an area in evolution (records mngmt under study)
Focus on legal archiving (archiving / deletion policies still under discussion)
Use of filenet as central repository for metadata and content store
p. 22
The STORAGE architecture: 4 layered centralized approach
PROD: sync replication
DEV, TEST, ACC: no sync repl
p. 23
Primary STORAGE : estimated versus real volumes
0
200
400
600
800
1000
1200
1400
eind2004
eind2005
eind2006
eind2007
eind2008
eind2009
eind2010
eind2011
eind2012
eind2013
prognose STORAGE (TByte) - online
0
200000
400000
600000
800000
1000000
1200000
1/01/2005 1/01/2006 1/01/2007 1/01/2008 1/01/2009 1/01/2010 1/01/2011
Ast
itel
Astitel
Installed storage (SAN + archives)
total Symm total Clariion total Centera
p. 24
Linking it all together: from document entry to portal content
Java app Document composition
High volume printing
maquettes flat file
AFP file
Filenet
meta data
search
visualisation
Print-on- demand
MF app
xml file
Business applications
AFP – PDF conversion
Citizen and enterprise portals
CAS storage
scanning
Data and document input