Agency for Agriculture and Fisheries
Agentschap voor Landbouw en Visserij
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ALV: enkele kerncijfers
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Personeelskader 349 326 koppen VTE: 300 (+ 45 à 55 externe informatici) ALV = erkend Europees betaalorgaan voor de uitbetaling van premies i.k.v. Europese landbouwfondsen (ELGF- ELFPO)
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erkenningsvoorwaarden = interne audit, certificering rekeningen, Europese boekhouding, ICT-security, …
Uitbetaalde premies in 2012: 433 mio € (EU = 50 miljard €) 30.000 klanten 1e pijler GLB (rechtstr. steun) ELGF 20.000 klanten 2e pijler (plattelandsontwikkeling) ELFPO
ELGF : Europees Landbouw Garantie Fonds ELFPO : Europees Landbouw Fonds voor de Plattelandsontwikkeling
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Kerncijfers (vervolg)
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680.000 ha landbouwgrond met 500.000 landbouwpercelen Geïntegreerd Beheers- en Controle Systeem (GBCS): een superset van geïntegreerde informatiesystemen en databanken • • • • •
Identificatie Land Parcel Information System Dierenbewegingen (SANITEL) Dossier- en controlegegevens Betaalgegevens (kruiscontroles)
• Streefdoel van GBCS is het vermijden van betalingen voor
niet gerechtigde dieren of percelen en het vermijden dat 1 dier of 1 perceel tweemaal wordt betaald (o.m. via kruiscontroles).
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Agenda
paperless office @ Flemish PA Digital file
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Our goals
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Doing more with less Diminishing the administrative burden
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Paperless office strategy Flemish PA
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Theory ≠ Practice
The reality of implementing a paperless office strategy at the Flemish PA in 10 (easy) steps.
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Paperless office @ Flemish PA
1. IT applications in several domains
A separate IT application for each functional CAP domain
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Paperless office portfolio
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2. SharePoint collaboration management
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Collaboration platform for internal documents, not file related
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Efficiency gains through: •
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easier to find/manage information
Key takeaway: • •
information management is crucial good structure, responsibilities, …
Handbook for content managers 13
Paperless office portfolio
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3. E-applications
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Started with a pilot in 2005, extended ever since Single application since 2007 100%
100% 87%
90% 80% 70%
64%
60%
53%
50%
42%
40% 30% 18%
20% 10% 0%
8% 1% 2007
•
2008
2009
2010
2011
2012
2013
2014
Huge efficiency gains because of: • •
input of data by customers vastly improved data quality thanks to build in checks
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Paperless office portfolio
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4. Scan and OCR of applications
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Single application scan and OCR by external firm • •
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Only viable for large quantities Project stopped after 2012: e-applications grew too numerous
Efficiency gains through: • •
input of data by OCR data quality not improved, even worsened due to scan errors
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Paperless office portfolio
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5. POST
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Workflow application for handling flows not automated by specific applications • • •
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Letters Objections/complaints …
Main gain is traceability
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Paperless office portfolio
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6. Electronic signatures
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Legally binding signed PDF’s • •
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Efficiency gains through •
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Using Belgian eID In bulk if necessary
End-to-end digital flow
Compliance
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Paperless office portfolio
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7. Messaging service
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Need for a reliable secure electronic communication medium with the customer, suitable for private information. •
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Secure e-mail on the e-application platform
Efficiency gains through: •
End-to-end digital flow
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Paperless office portfolio
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8. Scan
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Dematerialization of incoming paper • • •
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Small decentralized scanning stations: aimed at low volumes Paper does not reach the desks, only the PDF’s do Advertisements, books, etc. are not scanned
Efficiency gains through: •
Chronological archiving Handling gains Space gains
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Paperless office portfolio
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9. Task workflow engine
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Workflow to distribute the individual tasks among civil servants • • •
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No paper also means: no paper piles, no post-its, … Can be assigned to teams and individuals Centralized, reused over many applications
No gains other than getting the work done: it’s a necessity But they do present a huge opportunity for process reengineering
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Paperless office portfolio
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10. Digital File
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Centralized store for all final file related documents • •
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A single document can be reused in numerous files and applications Components deeply integrated in domain applications
Efficiency gains through: • •
Collect documents once from customer, use many times Easy retrieval of information
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Paperless office portfolio
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Paperless office in motion
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Paperless office
Conclusions: know your drivers
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Conclusions: you’re in for a ride
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Processes will break: •
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Don’t underestimate the impact of removing paper from desks
Processes will improve: • •
Don’t just dematerialize existing processes Paperless office allows for process reengineering
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Paperless office: future plans
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Paperless office: imagine it’s potential
Paperless office ≠ e-services ≠ dematerialization It’s a vision, executed as a program of (unexpected) projects
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Paperless office
