Presentation on the Local Government Online Services

Project May 21, 2002

Background

Based on an MAV strategy developed by ETC with support from the Victorian Government

Endorsed by the Victorian Local Government sector To accelerate progress towards wide-spread use of electronic

service delivery A set of projects aimed at four key elements

– Infrastructure, Online service delivery, Organisation development, Community enablement

Funded to $5.773M from NTN Whitehorse Strategic Group appointed early in 2001 Comprehensive plan approved in June 2001 Defined nine key subprojects Scheduled for completion – Jan 2003

The Nine ElementsThe nine sub-projects of Local Government Online Service

eJourney of Victorian Local Government

GIS

eProc

urement

Shared Service

s

Telco’s Web & Intranet

Planning Online

Interconnected

Paymen

ts

Online

General Approach

Establish a strong team Clarify needs Identify potential “Best Value” solutions Trial & evaluate short listed solutions via pilots Maximise $’s by leveraging from industry Facilitate roll-out to Local Government Seek additional funds/assistance Collaborate with other Agencies DOI,MMV,LV,NOIE

Project Communications

Council co-ordinators appointed 1800 number established (1800 026 026) Project administrator position established Project managers/contacts distributed Awareness package including video developed and

distributed LGOS project website developed Special interest/reference groups established Regular reports and bulletins

Project Management

CEO advisory group established

Specialist project managers appointed

Detailed project plans developed

Comprehensive financial & budget system introduced

Formal contract structure introduced for all pilots & agreements

Reporting to NTN at key points

Project Structure

MAV

CEO’s Committee

WSG

Project Teams

$’s

Best Practice Groups

Best Practice Groups

NTN78 Councils

A B C

The eJourney

Presentations for Councillors and Senior Managers complete (100 + presentations covering almost all Councils).

Video (“Online on time”) & Brochure developed and distributed.

LGOS web site completed late November (public / private content).

Developed business case & planning tools.

Aim:

To deliver an integrated education and training program & provide tools & procedures for the development of Online Service Delivery.

Status Report:

eJourney of Victorian

Local Government

Web and Intranet Enablement

Policy framework established.

5 Pilot Councils selected– Indigo, Macedon Ranges, Wangaratta, Maroondah and Wodonga.

Significant reduction in software & services costs =20% - 75%.

Raised levels of functionality and capability

Spin offs for all councils

Aim:

To develop templates that will allow Councils to effectively provide online information and interact with stakeholders,

the public and create information flow within Council.

Status Report:

Web & Intranet

Interconnected Local Government

Instigated national interoperability approach.(overlap with VicGIFF/eGIF – gov info exchange framework)

Ongoing dialogue with industry.

4-5 projects > M1 Form / integration of legacysystems / Land Info Certificate – vendor statements.

Local Government portal approach (Agora).

Aim:

This is about providing a complete interoperability solution for all sub-projects and future online service delivery

elements.

Status Report:

Interconnected

Payments Online

Two vendors selected for pilots -cTel & Australia Post

Councils - Mitchell, Frankston, Central Goldfields, Mildura.

Pilots completed & evaluated

Sector wide agreement signed with Aus Post

Commencing roll-out to the sector

Major cost savings (transactions, setup)

Aim:

The primary aim is to facilitate cost-effective online payment options.

Status Report:

Paymen

ts

Online

Shared Services

Five regional groups of Councils established.

IT facilities that Council may share to include:– Networks, Mapping \ GIS, Training, Staff , Software

applications

Assist individual sharing initiatives

Aim:

Identify an acceptable range of solutions, resources or service level agreements that participating councils can share.

Status Report:

Shared Service

s

eProcurement

Specification developed, EOI / Tender process completed

Strategic E-Commerce selected as vendor

Pilot Councils selected (Whittlesea, Northern Grampians, Mildura)

Pilots commencing May 2002

Sector wide licensing agreement negotiated

Aim:Aims to increase council’s buying power and make

purchasing a more efficient process.Pilot projects will clarify the business case for a range of

local government environments.

Status Report:

eProc

urement

Planning Online

SPEAR (streamlined planning for electronic planning applications and referrals) Project. Now funded in State Budget

Consultation with Councils/Vendors Jan-April 2002.

Business process & data modelling

– planning, subdivision & registers online completed

– building commenced (complete end June).

Aim:

Ability to automate Planning Applications.

Status Report:

Planning Online

Geographic Information Systems

Three key initiatives:

– Automation of M1 Form (Changes to Property D’base / Land Vic);

– Develop translation tool for data provided by Land Victoria;

– Assist 13 regional Councils to achieve minimum match rate.

Draft Strategy for Council GIS has been developed.

Aerial photography initiative (17 councils, $300,000)

Aim:

Designed to assist rural and regional councils to secure and implement appropriate cost-effective geospatial information

tools.Status Report:

GIS

Council-Based Telecommunications

Review gaps and constraints in Telecommunications infrastructure.

Consider the alternatives various Councils have initiated to address their needs.

e.g. Bentel, Western Murray and Food Bowl Regions.

Position papers developed

Aim:

To develop a co-ordinated communications strategy for Councils that will address current problems and issues

limiting the use of telecommunication services.Status Report:

Telco’s

Key Achievements Comprehensive awareness campaign

– “Online on time” video, 70 presentations

Web/Intranet policy framework Interoperability solutions progressed

– vendor dialogue, national approach, eGIF evaluation, applications defined

Subproject pilots launched – M1 automation, ePayments, Web/Intranet Enablement

Significant cost savings to Local Government GIS developments

– initiative with Land Victoria to improve property match rates– Digital imagery project involving 26 Councils

Web & Intranet Enablement

2 Councils did not have a web site No Local Government site used AGLS metadata 4 sites had copyright, disclaimer and privacy statements 1 site close to achieving W3C Level A Accessibility A number of sites do not use .vic.gov.au domain or

redirect 38 Sites had no search function As at March 15, 18 sites provided Tender downloads (17

required registration), 11 provided online forms and 3 had ePolls or eDemocracy surveys.

Web & Intranet Enablement Systems & Assets – Not a Site

Major objective was to deliver scaleable, extensible, long-term solution not a web site.

Previous efforts has not delivered long term solutions > 2 Pilot Councils with no current web site and 3 Pilot Councils who will replace currently inadequate sites ( 2 Pilot Councils will also develop Intranets)

New ‘infrastructure’ is been viewed as the hub for ongoing Online Service Delivery

Enabled multiple sites / services from 1 solution – internet / intranet / extranet (secure environment) + support community portals, business directories using integrated, flexible systems that are sustainable

Web & Intranet Enablement Range of Capabilities

Distributed Publishing Model > no bottlenecks or reliance on IT High degree of vendor independence –technology supported by

councils / developers/ reduces vendor involvement Ease of use > any staff member can use system – no web skills Supports and enables integration with council systems Online Forms > electronic submission to councils Online Maps > support customer service enquiries Surveys & Polls > eDemocracy & community consultation Council minutes / agenda, tenders & jobs > Registration and

access allowed Workflow & Approval Process > match and enhance business

processes

Web & Intranet Enablement Range of Capabilities

Archive, version control, sunrise & sunset functions, restoration of content > accountability, control and security enhanced

W3C Accessibility compliance > world best practice and equal to Fed & State Gov standards

AGLS Metadata > Matches Fed & State Gov standards Import and export data > streamline integration and future

online service delivery Council can change and modify > reduced ongoing costs Provides sector with solutions in domain of 1st tier organisations

Web & Intranet EnablementOther Deliverables

Policy & Standards / Best Practice Paper – W3C, AGLS, Security, Copyright, Privacy, Commercialisation, Acceptable Use.

Web & Intranet Best Practice A – Z Guideline Application of Best Value Principles post pilot > Benchmarking

and Continuous Improvement Increased inter-council collaboration > eg Maroondah +

Wangaratta Joint Development > reduced costs + improved outcome for

sector Solution upgrade paths > development feedback to sector in

upgrades & maintenance programs

Web & Intranet EnablementOther Deliverables

Major shift in collaboration / alignment / support with State Gov Significant cost reductions to sector > software licensing

reduced by up to 80 %. Increased functionality / feature set included in new offerings Typical Project cost between $50K - $100K + > now deliverable

for $15K - $50K. Increased competition > win – win