General submission on the Central Public Administration Portal

Acronym of the case:

eSubmission

Web address of the case:

http://portal.gov.sk/Portal/sk/Default.aspx

Country of the case:

Slovakia

City/region:

National project

Posting Date:

9 June 2010

Last Edited Date:

21 June 2010

Author:

Lucia Fabryova (Ministry of Finance of the Slovak Republic)

submission | application | Electronic filling room

Type of initiative

Project or service

Case Abstract

The service "general submission" allows citizens and businesses to make electronic submission, application, notice or notification for the public authorities which are using a central electronic filing room in the Central Public Administration Portal (CPAP). All electronic submissions are also recorded in an electronic mailbox of a citizen or entrepreneur in the CPAP,

This service is available to citizens and businesses after registration to the CPAP. In order to use the service, all public authorities should also register with the National Agency for Networking and Electronic Services.

The service offers the following types of submission: current and qualified submission.

Current submission is an anonymous, Â not signed submission. Qualified submission is an anonymous submission and it is signed by the qualified electronic signature. For each submission it is possible to add attachments. Attachments can already be signed in the service but it is not possible to sign or verify the authenticity of the signature.

Description of the case

Domain

eGovernment

Topic

Efficiency & Effectiveness, Benchmarking | Inclusive eGovernment | eParticipation, eDemocracy and eVoting | Services for Businesses | Services for Citizens

Sector

Communication (infrastructure) | Other

Start date - End date

April 2009 (Ongoing)

Date operational

June 2009

Target Users

Target Users Description

The service "general submission" allows all public authorities to use electronic filing room on the Central Public Administration Portal (CPAP) as their own. In this way the authorities in question can receive submissions from citizens and businesses, through the.communication boxes placed on the CPAP.

This service allows citizens and businesses to make electronic submission, application, notice or notification for the public authorities which are using a central electronic filing room on the Central Public Administration Portal (CPAP). All electronic submissions are recorded in an electronic mailbox of a citizen or entrepreneur on the CPAP.

Statistics:

524 public authorities have registered since the launch of operation of the service and up to May 2010. In the period 01/07/2009 to 31/05/2010 - 368 submissions have been made without a guaranteed electronic signature and 1940 submissions with guaranteed electronic signature.

Scope

National

Status

Operation

Language(s)

Slovak

Policy Context and Legal Framework

In order to provide electronic communication between public authorities in Slovakia, in accordance with Act no. 215/2002 on electronic signature and on amendment of certain acts, all of the involved authorities needed to notify the National Security Authority of the electronic filing room address (mailroom) for receiving submissions in the form of electronic documents signed by electronic signature or electronic documents signed by electronic signature guaranteed till 01/07/2009. The list of electronic filing room Authorities addresses is published on the website of the National Security Authority.

From 1 July 2009, all public authorities have the possibility to use central electronic filing room on the Central Public Administration Portal (CPAP).

Project Size and Implementation

Type of initiative

Inclusive services of general interest

Overall Implementation approach

Public administration

Technology choice

Standards-based technology | Mainly (or only) open standards | Accessibility-compliant (minimum WAI AA)

Funding source

Public funding national

Project size

Implementation: €300-499,000

Implementation and Management Approach

The project consisted of the following basic steps:

Analysis / specification of requirements - the description of the process and system architecture was agreed;
Functional specification / draft resolution - the modification and expansion of existing parts of CPAP was proposed. The functional outcome was the reconciliation of the Web interface to work as a promoter of the shape of the XML data downloaded from the shells of responsible persons and the notifications via email;
Implementation - the operational model was developed and also deployed to the environment of CPAP for internal testing;
Testing - the solution was transferred into a test environment where the process of testing, notifications, delivery and removal of any defects took Â place;
Final Acceptance / Start in full operation.

Technology solution

For the purpose of introducing a new service CPAPA was modified and extended to new areas in accordance with the procedures and general standards already used by CPAPA. The service of general submission provides a web interface for user administration for the execution of administration.

This service uses a web interface of the CPAP mailbox where users can check all sent documents. Public authorities use the functionality of the CPAP mailbox to receive submissions from users. These authorities are notified of the new administration/submission through the notification module. Public authorities can also download all the submissions in the form of XML data directly into their mailboxes.

Impact, innovation and results

Economic effects

€15-49,000

Impact

Given the duration of the project we are unable to determine exactly the quantitative benefits of project.

The qualitative benefits are mostly the benefits for all public authorities which don't have their own electronic filing room and may use the filing room on the CPAP. From January 2010 the use of the electronic filing room on the CPAP is charged. Medium and small community residents in communities of up to 3.000 persons, notaries, bailiffs, etc. pay 20 Euros per month. Regional Offices, regional prosecutor's offices, major towns and cities with a population of over 3,000,, higher territorial units, etc.Â pay 40 Euros per month. Finally the Government Office, ministries, central government authorities, regional cities, etc. pay 60 Euros per month. Despite these charges public authorities save considerable financial resources

Track record of sharing

Implementation of the project was initiated by legislation. This legislation should ensure a viable way to facilitate the implementation of institutions that were not prepared for the project.
The success of the project is a quality project team and good cooperation of all responsible persons involved in testing outcomes.

Lessons learnt

Sharing the electronic filing room of the Central Public Administration Portal saves every government institution using Â the service:

Time that it would have been forced to deploy its own filing room,
The funds needed to build own filing room,
Staff would have to supply the administration's of own filing room.

The service also allows institutions to provide a channel for 24 hours per day administration.

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