Małopolska E-Administration System Extension project

In June 2004 the authorities of the Małopolska Region proposed to all local government offices participation in a joint e-government project. Our main objectives were: to integrate local isolated IT systems, improve availability of public information in the rural and small town areas and, due to newly enforced Polish regulations, enhance using of e-procurement applications and digital signature.

The level of using of the IT systems in rural and small town areas is still far from satisfactory. At the same time relatively modest funds are planned for developing the local administration IT systems. The reason is evident - local authorities always put the health care, education, roads, sewage systems, etc. in the first place. These reasons determined the Marshal Office of the Małopolska Region to act. The Departament of Information Society has prepared “Małopolska E-Administration System Extension” project which includes four elements: e-procurement system, workflow systems for administration offices, network of PIAP’s (multimedia kiosks covering vast area of Małopolska Region) and implementation of digital signature in Małopolska offices. The idea of the project was to create uniform, integrated IT environment and to decrease purchase costs by distributing them among large number of stakeholders. The clear advantage of our approach is that experienced employees of the Information Society Departament supervise one project, which would be impossible in the case of numerous uncoordinated ventures managed, moreover, without EU co-financing.

In total, 95 self-government units (out of 202) in Małopolska and 17 government administration offices have joined the project. It will last till December 2006. First calls for tender were announced in February 2006. The estimated cost of the project is ca. 3,1 mln EURO. It will be covered by the EU structural funds together with the funds of Małopolska Region and other participants of the project.

The elements of the project:

• Workflow and document management systems in 81 gminas and poviats (over 45% poviat offices and 30% Małopolska gminas). They will reduce the costs and improve the work organisation of public administration. Through the integration with the Digital Office at the regional portal Małopolska Gateway, it will streamline communication between offices in the region; the systems will have links with the Document E-Certification System and Public Information Bulletins;

• Digital signature. Project provides centralised certification functionality for the administration of Małopolska. Nearly 5000 users will be able to use digital signatures (50% poviat offices and over 41% gminas). The signature will be accepted mutually by a majority of Małopolska gminas and poviats and other public administration offices. The main objective of this element is to eliminate huge costs of traditional paper correspondence in favour of digital exchange of documents between the offices.

• Infokiosks. Within the project a network of 150 infokiosk will be set up in 58 gminas and poviats. The network is intended to allow for widespread access to public information and to enable electronic communication between citizens and authorities in rural and small-town areas.

Shared e-procurement platform for 64 local self-government authorities in Małopolska (i.e. over 36% poviat offices and over 30% gminas). E-procurement system, together with the purchasing support systems will help cut costs significantly, and improve the economy of materials at offices. The system will be fully integrated with Małopolska Gateway - its Digital Office and Public Information Bulletins.