ArticlePDF Available

Informatics systems used to increase the efficiency of the activity within public administration

Authors:

Abstract and Figures

The local economical development is part of the general logic for the decentralization process, offering substance to the local autonomy, because we can’t assure at local level only the obligation for the assurance of administrative activities, keeping at the same time the economic levers in the center. In this context we can also include the efforts made for the efficiency of documents circulation within the administration, which have taken the shape of modern ways of approach. Within the most efficient ways of reducing bureaucracy we can mention the increase of efficiency for the informatics structure of public entities.
Content may be subject to copyright.
MPRA
Munich Personal RePEc Archive
Informatics systems used to increase the
efficiency of the activity within public
administration
Teodora Vatuiu
Constantin Bracusi University of Targu Jiu
23. October 2008
Online at http://mpra.ub.uni-muenchen.de/12345/
MPRA Paper No. 12345, posted 23. December 2008 23:09 UTC
1
INFORMATICS SYSTEMS USED TO INCREASE THE EFFICIENCY OF
THE ACTIVITY WITHIN PUBLIC ADMINISTRATION
phd. lecturer Teodora Vatuiu, Tg-Jiu, Romania, vatuiu_teodora@yahoo.com
Abstract: The local economical development is part of the general logic for the
decentralization process, offering substance to the local autonomy, because we can’t
assure at local level only the obligation for the assurance of administrative
activities, keeping at the same time the economic levers in the center.
In this context we can also include the efforts made for the efficiency of documents
circulation within the administration, which have taken the shape of modern ways of
approach. Within the most efficient ways of reducing bureaucracy we can mention
the increase of efficiency for the informatics structure of public entities.
Keywords: informatics systems, the efficiency, public administration
1. General considerations concerning the modernization of public
administration
The Romanian public administration is in a fluent and important process of
modernization, in order for it to adapt to the economical and social realities of the
country, while it continues to prepare its administrative structures for the
acceleration of the integration in the European Union.
The essence of the informational society consists in the integrated and generalized
use of the informational technologies and communications in every domain of the
economic and social life, including public administration.
The informational society integrates the objectives of the long-term development,
based on social fairness and equality of chances, ecological protection, liberty,
cultural diversity and innovative development, reorganization of the industry and
business medium.
The informatization of the society can be successfully accomplished only in the
conditions of a well-organized and efficiently-conducted informational
infrastructure. In the context of our country’s adhering to the European Union, the
public administration must take its personal measures of restructuring,
modernization and rethinking of the functioning role and technique, especially in the
conditions required by the informational society.
For the informational society to bring benefit to everyone, it must develop in a
national background, which must answer to local requests, in correlation with the
regional national and international medium.
The informational system must be the support for the application and simplification
of some administrative rules and procedures, with the purpose of assuring wide and
2
non-discriminating access for everyone to public services, and fees reduction for
these services.
The information itself represents a symbol of our era, which requires specific
instruments: computers, telephones, copy machines, etc. We can say, without a
doubt, that information has become one of the most important strategic resources for
all types of organizations, including public administrations. Data gathering,
processing, transmitting and stocking is essential for the quality of the decisions and
their purpose.
The piece of information becomes raw material for the informational society and
main source of molding people’s mentality and behavior.
In the same time, the access to public information offers transparency to the
management process and it certainly sustains the development of the society on its
whole.
2. Informational society from the European point of view
The government based on the new technologies, the digital e–Government,
represents “the assembly of systems and resources specific to public management,
which, through the use of informational technology and communication, tries to
optimize the administrative act”.
The” e-Government” structure can be represented like this:
Fig. 1 The” e-Government” structure
The instruments for the ” e- Government” strategy are:
1) G2C – the Government – Citizen on-line relations system;
2) G2B – the Government – Business on-line relations system;
3) G2E – the Government – Employee on-line relations system;
3
4) G2G – the Government – Government on-line relations system.
The final purpose of the ”e-Government” is the increase of the quality and
accessibility of the governmental services, whose beneficiary are the citizens, the
business medium and the public services employees – public servants.
In Romania, as a country member of the European Union, the principles of a good
government are more and more often applied: being open, responsible, efficient and
coherent.
Every institution must work in a more open way, to communicate actively about
what is happening in the EU and the decisions that are taken.
The participation assures a wider participation in the politic chain from the act of
conception to that of the implementation.
Responsibility – every institution of the EU must take responsibility for what it does
in Europe.
Efficacy – it depends on the implementation of the EU politics in proportion to the
act of taking decisions at an adequate level.
Coherence - The politics and actions that are taken must be coherent and easy to
understand.
Because politics can be efficient only when they are prepared and implemented in
the right way, the informational system plays an important role in the application of
these principles for all countries of the European Union and especially for their
administrative system’s structure.
3. General structure of the informatics and informational system of the public
administration
A system represents an assembly of interdependent elements (components), between
which a dynamic interaction is established, on the base of pre-established rules, with
the purpose of reaching a target. The informatics system is part of the informational
system and it helps to automatically process data, in order to obtain information
requested by different users.
The definition of the informational system of the public administration must take
into account the general characteristics belonging to any informational system,
regardless of the fact that it refers to accounting, human resources, petitions or
financing and development programs evidence.
Like any system, the informational systems transform entries into exits.
Data processing is a transformation process, during which data (entries) are
transformed into information.
The difference between data and information is the source of many confusions,
because: data represents the assembly of the descriptions of a phenomenon or
process, whereas a piece of information brings extra knowledge, being the notion
through which we recognize each new element contained in the meaning of a
4
symbol, group of symbols, news, image that expresses an event, a state, a situation,
an action.
In the present conditions owed to the use of electronic calculus methods in the
public administration, the introduction of the informational system is relating more
and more with the study of the informatics systems.
The piece of information is an essential resource in the development of a society,
and the use on a large scale of the technologies of information and communication
(TIC) is vital. Public administrations are the most important clients and users of the
TIC, investing for the increase of its own activities’ performance, but especially for
the diversification and improvement of their relations with the clients.
The informational system referring strictly to public administration can be defined as
an assembly of data, information contained in documents, informational circuits,
informational fluxes and methods of handling the pieces of information implicated
into the process of decision grounding, which contribute through their content to the
indulgence of the population’s general necessities.
In a modern society, the main problem of the economic theory is to be able to define
a system that transforms the individual preferences of the citizens into an allocation
of the short means, so that the economic welfare to come as closer as possible to the
optimal one.
In the public administration, information and its quality are extremely important for
the decision-making process.
In this context, we observe the attention reserved to the tendency of creating an
informational administrative system, which implies three major coordinates:
Making the activities from public institutions informational, in order to increase
the operational efficiency from the central and local administration’s
organizations;
Making the services that have as beneficiaries citizens and economic agents
informational, which sometimes implies the integration of the services made
available by organizations from central and local administration;
Assuring access to information, through the informational technology for the final
users of the public administration’s services.
Judging by the importance and necessity of the organizational reform of the public
institutions, the accomplishment of an informational administration represents a
primary target not only for the public institutions’ clerks, but also for the main
developers of informatics products.
The improvement of flux of documents’ circulation, the permanent surveillance of
their route inside the public institutions, as well as the standardization of the
communication through uniform written materials represents only a few of the
advantages that the use of a customized solution of Document Manager implies.
5
MIRA has become implied in the support of the public institutions’ modernization.
Its expertise in the development of solutions from the Document Management
category is a significant one, the product on this segment being called SIPA.
4. The presentation of the informatics system of petitions and audiences
This informatics system has as a purpose the evidence of the received petitions and
their solving. The architecture proposed for the accomplishment of the integrated
informatics system in public administration is the WEB architecture, based on the
use of Internet communication technologies, having as components relational,
unique data basis. The application is organized on five modules. In order to open the
application, one has to open Internet Explorer and to type
http://localhost/Sipa/Login.aspx in the address bar. For the client stations, one has to
replace the local host with the server’s IP. In the connection screen, the user must
type a valid username and password. If the username and password are correct, the
menu of the application presented in the below figure will open:
Fig.2: Application menu
Every button from the menu accesses a module, which contains in turn, a submenu.
The access rights to the application’s modules are established by its administrator
for each user.
In order to access the documentation of the application one has to pres the Help
button. By pressing the Finish button, one comes back to the first page of the
application; if one wants to exit the application, he presses the Exit button and a
window will show up with the question "Do you want to close the window?” One
6
has to answer "Yes", in order to confirm the exit from the application, or "No", if
one wants to remain in the application.
Conclusions
Representing an investment with long-term results, the SIPA implementation solves
the critical problems of the organizations, including those with administrative
specific. The utilization of spa assures quick answers to the citizens’ requests.
Through the multitude of functional benefits that SIPA offers, it has all the data of
a high-quality informatics product.
SIPA norms the processes of monitoring, documents traffic and archive that take
place in the current activities of a public institution.
Moreover, the implementation of the SIPA solution in different types of
organizations has proven a decrease of the communication time with 70-80%, as
well as a depletion of the time spent for the accomplishment of different activity
reports.
Through SIPA, public institutions gain a plus in the process of solving different
tasks. Thanks to this application, information are accessible directly form the
informatics system, the only required effort being that of printing or synthesizing the
information.
The advantages offered by SIPA are directly reflected in the operability grade of the
public clerks and also in superior services offered to the tax-payers.
Bibliography
1. Chevallerau Francois-Xavier, (2005), Cartermill Gopa, eGovernment in the
Member States of the European Union, European Communities,
2. Vătuiu Teodora, (2006), Proiectarea sistemelor informatice: aspecte conceptuale
şi manageriale, Editura Universităţii din Sibiu,
3. Vatuiu Teodora, (2007), Proiectarea sistemelor informatice, Editura Academica
Brâncuşi,
4. www.e-guvernare.ro
Article
Full-text available
European Union enlargement, the existence of new needs and demands, requires the development of innovation and quality of public administration, which means improving public services in the global economy as a requirement of competitiveness. The European Union hopes to achieve the major objectives in what concerns the electronic government by 2010; actions necessary to achieve them are adopting solutions based on information and communication technologies in the Romanian public administration, aimed at developing modern public services. This paper presents some best experiences of e-governance in Romania and the results of e-governance in Gorj County, and the degree of implementation and use by citizens.
ResearchGate has not been able to resolve any references for this publication.