Federale

Overheidsdienst

FINANCIEN

FOD Financiën – SPF Finances

Frank Baelus – ICT Operations

frank.baelus@minfin.fed.be

Some highlights from the journey to

the digital office @ Ministry of Finance

- Drivers of digitalization

- ECM concepts

- Projects

- Technology

- New ways of work

p. 2

Of course, everybody knows the Ministry of Finance

p. 3

Drivers towards the digital office

Process modernization (Business Process Re-engineering)

Business process integration (e-gov type 4)

Technological evolution

Staff decrease

Flexible working:

Ergonomie and “flexdesk”

Mobile working

Home working

Organizational change (less buildings) Organization with front offices for citizens

p. 4

FPS Finance in figures

405 buildings

28000 staff

600 IT staff

IT budget 110M/euro (apex + part of opex)

Servers in datacenter Windows2003/2008: 562

Virtual Windows XP: 129

unix (solaris): 212

Unix (aix/linux): 23

Unix (HP): 2

ESX hosts: 63

Mainframe GCOS8: 2

Mainframe BS2000: 2

Mainframe IBM VM/VSE: 2

Regional servers: 77

Applications: 450

Dev. teams: 100

PRINTING

SCANNING

CENTRAL DATA

CENTER

DR DATA

CENTER

p. 5

ICT production centers

2004 2010

1 datacenter for disaster recovery

1 datacenter for production

( and backupsystems other FPS )

2 centers for high-volume

scanning

1 center for high volume

printing

-Datacenters: - separate computercentra for each fiscal administration - regional computercentra with minicomputersystems - no disaster recovery datacenters

-Directe belastingen en invordering

-BTW, registratie en domeinen

-Douane en accijnzen

-Algemeen secretariaat

-Kadaster

-Thesaurie

p. 6

Coperfin modernization e.g.Tax-On-Web: continuous improvement

2003 2004 2005 2006 2007 2008 2009 2010

Deceased persons / divorced couples

Start

International civil servants EC

TOW for: - civil servants - tax advisors

New tax

calculation

Pre-fill of tax-return

MyMinFin

MyMinFin Pro

Tax for

Non-residents

-Enterprise systems management

-Application Performance management

Remote monitoring center

FPS Finance contact center

Technical improvements

-Storage and processing renewal

2011

Fed IAM

-Storage and processing renewal

Servicedesk

(F)UP -ITIL -TESTING

-COBIT

Bu

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es

s p

roc

es

s

Te

ch

no

log

y

Org

aniz

at

ion

Meth

odolg

y

p. 7

-Base compo- nents

-Data entry

-Vali- dation

-Calcu- lation

- Ac-

coun- ting

-Fiscal audit

- VENSOC BIZTAX STIRON …

- STIPAD (hypotheken, kadaster, registratie, …)

-NCTS, PLDA, MASP, …

-FINPROF,

- Tax-on-web TaxCalc TAXI

-Intervat, STIR-TVA,

Personal income tax

VAT

Corporate income tax

Land registry

Customs

Withholding tax

Application modernisation strategy / sequence

-STIM

ER

- Fraude detec- tion

BI

DWH

-Management & Governance

p. 8 -8

Staff evolution = the major challenge

Staff members/age Retirements / year

Natural evolution Decrease with 38 %

p. 9

Organizational change: less buildings

p. 10

Changing workplace

Flex-Desk in new buildings

Already in multiple buildings(e.g. FinTo, NoGa, …)

Front-offices for interaction with citizens and companies

No-more individual printers

Multifunctional printers

Pay per use

Mobile tax/customs officers

Project MoDa

Mobile applications (Motor vehicule tax check)

Experiments with home working ongoing

p. 11

Enterprise content management: different aspects of ECM

Archive

Collaboration

T

E

A

M

SHARE C

O

L

L

A

B

Content

S

E

A

R

C

H

PUBLISH

I

N

T

E

G

R

A

T

E

DOCUMENT

Process

Process

p. 12

ECM technologies

Collaboration

Portals

Web content management (WCM)

Team collaboration tools

Business processes management

E-mail and messaging

Content

Search

Knowledge Management

Document Management

Document LifeCycle Management (incl. Record mngmt)

Archiving

Focus ECM on unstructured data, both in structured as in unstructured processes (e.g. case mngmt) Use of both structured and unstructured data in business apps.

p. 13

ECM Projects @ minfin

Some projects with impact on the office workers

Workflow contentieux (the early start)

ScanFin / MyScan (document input)

FinPress-FedoPress (document output)

Communication and collaboration

Archivage Légal (ECM suite) / records mngmt

Knowledge Management (search)

Technical (the underlying technical platforms)

Portals MyMinFin – MyMinFin Pro (coupling it all together)

p. 14

Data entry & Document input

Multi-channel data-entry

Web-applications (e.g. Tax-on-web, Intervat, PLDA,…)

Centrale scanning of paper (= ScanFin)

Local scanning of paper (= MyScan)

ScanFin = High volume scanning centra

Started with VAT declarations and land property plans

Then Personal income tax declarations and annexes

Now “permanent files”

MyScan = local scanning of paper documents

1 scanroom in each building

Documents are added to Filenet ECM system and entered in predefined workflow

p. 15

Different channels of data/document input

From fiscal year 2010 and later: - no paper declaration anymore - fiscal year 2010: 4550 - fiscal year 2011: 756000 Tax payer can ask not to receive a paper declaration any more.

p. 16

(still) DATA output on paper

Still 100.000.000 clicks /year Decreasing volumes due to

digitalization of documents No paper output for tax offices

Fully integrated ADF Mailtracking Use of bPost Georoute to sort

output Printing on demand

Black/white and color printing

Convergence offset and digital printing

p. 17

Search and knowledge management

p. 18

Communication & Collaboration

Generalized Voice-over-IP telefonie (Cisco)

“number for life”

both for fixed and mobile telefonie (Frank Baelus tel: 0257/62501 gsm: 04707/62501)

E-mail platform : IBM Lotus Domino

Lotus notes (3500) + iNotes (26000)

Sametime for messaging

Voip integration (user has choice)

Collaboration: multiple tools in use

eXoPlatform

Microsoft sharepoint services (WSS)

Other tools: Lotus Quickr, wiki’s, …

Not yet integrated with ECM platform

Technically integrated with ECM platform

p. 19

Portals : intranet + MyMinFin (pro)

On internet:

- MyMinFin portal for citizens

- MyMinFin-Pro portal for tax advisors

On intranet:

- Sites for each fiscal domain

- Consolidation is on-going (technical and content)

p. 20

Archiving

Archiving is an area in evolution (records mngmt under study)

Focus on legal archiving (archiving / deletion policies still under discussion)

Use of filenet as central repository for metadata and content store

p. 21

Toolset : summary

p. 22

The STORAGE architecture: 4 layered centralized approach

PROD: sync replication

DEV, TEST, ACC: no sync repl

p. 23

Primary STORAGE : estimated versus real volumes

0

200

400

600

800

1000

1200

1400

eind2004

eind2005

eind2006

eind2007

eind2008

eind2009

eind2010

eind2011

eind2012

eind2013

prognose STORAGE (TByte) - online

0

200000

400000

600000

800000

1000000

1200000

1/01/2005 1/01/2006 1/01/2007 1/01/2008 1/01/2009 1/01/2010 1/01/2011

Ast

itel

Astitel

Installed storage (SAN + archives)

total Symm total Clariion total Centera

p. 24

Linking it all together: from document entry to portal content

Java app Document composition

High volume printing

maquettes flat file

AFP file

Filenet

meta data

pdf

search

visualisation

Print-on- demand

MF app

xml file

Business applications

AFP – PDF conversion

Citizen and enterprise portals

CAS storage

scanning

Data and document input

Federale

Overheidsdienst

FINANCIEN

Thank you for your attention !