Constanta City Hall

1
Constanta City Hall

• The improvement of citizens information through
  documents electronic management

2
The modality in which the relation with the
citizen developed 6 years ago

• Only one information desk for the registration,
  on paper support, of all the documents received
  from the citizens
• All the City Hall quarters were not
  interconnected in one network
• There was no possibility to trace the document
  once registered
• The documents that were not resolved in the legal
  term, could not be distinguished
• There was no special designated center for the
  relation with the citizen
• There was no web page of the City Hall

3
The modality in which the relation with the
citizen develops in the summer of 2007

• There is the Center of Citizen Information,
  highly endowed, with 12 offices for documents
  registration
• Each City Hall quarter (7 quarters) has its own
  registration office all quarters are
  interconnected and have access to internet
• All documents are electronic registered, in one
  register only, through the Program of Document
  Management all 514 employees have access to this
  program and can manage their documents that are
  in progress citizens have access to information,
  all being stocked in the program data base
• There is the web page of the City Hall
  www.primaria-constanta.ro

4
The Document Management Application

• Registration of all documents (from inside and/or
  outside) in one single register
• Tracking the document, all the way from one
  person to another, until it is solved
• Tracking the solving legal term of each document
  
• Creation of personal folders by uniting all
  documents that have the same subject

5
The Document Management Application

• Creation of an electronic archive by attaching
  different files to a certain document
• Relating a document with its relevant position on
  the city digital map
• Management of Council Resolutions, Mayors
  Stipulations, Job Descriptions, Declaration of
  Personal Assets
• Quick finding of any document trough different
  and complex criteria

6
www.primaria-constanta.ro

• Now, the citizens that have registered a petition
  at the City Hall, can find, at any moment, which
  is its resolution stage (approved, unapproved, on
  the anvil) or at what civil servant is on the
  anvil
• The site offers information about all the
  necessary documents which are required for
  different petitions, that can be downloaded and
  printed, and especially the standard forms which
  can be completed and brought to the City Hall
• The Municipality uploads on the site, in a
  special section dedicated to this purpose, the
  projects which are going to be proposed to the
  Local Council

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www.primaria-constanta.ro

• The citizens can search and view, upon different
  criteria, the Local Council Resolutions
• The site guests can find out information about
  the work schedule and contact addresses of all
  the civil servants from the city hall (e-mail,
  phone numbers, office address) where they can
  send questions or suggestions
• The latest news about public administration is
  uploaded in a special section on the main page
  and they are available in XML format. The
  citizens or other sites can subscribe in order to
  receive them in electronic format

8
What has been accomplished

• Optimised organisational structure and document
  workflow of the institution, through a more
  efficient information management
• More rapid and efficient decisions, sustained by
  real information
• Responsibility of each employee by monitoring how
  efficient they use their work schedule
• The same easier document management in any
  changed/modified situation of the organization
  structure or internal function rules
• Increasing of transparency degree in the relation
  with the citizen, trough offering and publishing
  in an universal format (XML) of some information
  of general interest (Council Resolutions, Mayors
  Stipulations, necessary papers for different
  types of petitions, Declaration of Personal
  Assets) or personal interest (resolution stage of
  a petition brought by a certain person)

9
Thank you for your attention!

• This presentation was made by
• Adriana Stamat, IT Manager,
• Constanta City Hall
• Adriana.Stamat_at_primaria-constanta.ro
• Phone [phone]