A g e n c y f o r A g r i c u l t u r e a n d F i s h e r i e s

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1 A g e n c y f o r A g r i c u l t u r e a n d F i s h e r i e s

2 Agentschap voor Landbouw en Visserij 2

3 ALV: enkele kerncijfers Personeelskader koppen VTE: 300 (+ 45 à 55 externe informatici) ALV = erkend Europees betaalorgaan voor de uitbetaling van premies i.k.v. Europese landbouwfondsen (ELGF- ELFPO) erkenningsvoorwaarden = interne audit, certificering rekeningen, Europese boekhouding, ICT-security, Uitbetaalde premies in 2012: 433 mio (EU = 50 miljard ) klanten 1 e pijler GLB (rechtstr. steun) ELGF klanten 2 e pijler (plattelandsontwikkeling) ELFPO ELGF : Europees Landbouw Garantie Fonds ELFPO : Europees Landbouw Fonds voor de Plattelandsontwikkeling 3

4 Kerncijfers (vervolg) ha landbouwgrond met 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). 4

5 Agenda paperless Flemish PA Digital file 5

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7 Our goals Doing more with less Diminishing the administrative burden 7

8 Paperless office strategy Flemish PA 8

9 Theory Practice The reality of implementing a paperless office strategy at the Flemish PA in 10 (easy) steps. 9

10 Paperless Flemish PA

11 1. IT applications in several domains A separate IT application for each functional CAP domain 11

12 Paperless office portfolio 12

13 2. SharePoint collaboration management Collaboration platform for internal documents, not file related Efficiency gains through: easier to find/manage information Key takeaway: information management is crucial good structure, responsibilities, Handbook for content managers 13

14 Paperless office portfolio 14

15 3. E-applications Started with a pilot in 2005, extended ever since Single application since % 100% 90% 87% 80% 70% 64% 60% 53% 50% 42% 40% 30% 18% 20% 8% 10% 1% 0% Huge efficiency gains because of: input of data by customers vastly improved data quality thanks to build in checks 15

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17 4. Scan and OCR of applications Single application scan and OCR by external firm 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 17

18 Paperless office portfolio 18

19 5. POST Workflow application for handling flows not automated by specific applications Letters Objections/complaints Main gain is traceability 19

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21 6. Electronic signatures Legally binding signed PDF s Using Belgian eid In bulk if necessary Efficiency gains through End-to-end digital flow Compliance 21

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23 7. Messaging service Need for a reliable secure electronic communication medium with the customer, suitable for private information. Secure on the e-application platform Efficiency gains through: End-to-end digital flow 23

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25 8. Scan Dematerialization of incoming paper 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 25

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27 9. Task workflow engine Workflow to distribute the individual tasks among civil servants 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 27

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29 10. Digital File Centralized store for all final file related documents 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 29

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31 Paperless office in motion 31

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33 Conclusions: know your drivers 33

34 Conclusions: you re in for a ride Processes will break: 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 34

35 Paperless office: future plans 35

36 Paperless office: imagine it s potential Paperless office e-services dematerialization It s a vision, executed as a program of (unexpected) projects 36

37 Paperless office