Valitsuse Istungite InfoSüsteem Info system of Government meetings VIIS Riina Einberg E-government project manager MicroLink Systems Ltd.

The Stages of Meeting Preparing stage - preparing of the agenda of the meeting, the items and the materials for the meeting Pre-meeting stage – getting acquainted with materials of the meeting, pre voting Meeting – decisions, voting Preparing the protocol Meeting is closed, publishing the protocol

The Start – Description of the Problem The cabinet of minister has ordinary meeting every Tuesday AM copies paper with agenda of meeting and materials for meeting was printed out every week Mostly co-ordination and approval is OK and problems are discussed between officers of ministries before and most of items should be discussed just by formal bases Usually ministries and the ministers get opinions and materials from other ministries too late and they have too few time to go through all materials, it is of course hard to find certain subjects turning page by page manually too It is hard to get quick overview about all items in agenda and about next and next agenda and of course about previous agendas It is hard to find out what happened if You have missed the meeting

The Start – Questions to Your self How to Focus only to important items and make better decisions Prepare items better and quicker Get feedback from all ministries and the ministers quicker Keep everybody informed that is going on – to make procedure of preparing the meetings and decisions visible for all persons involved in preparing of meetings, persons presented in meetings, persons should be informed about decisions Reduce time spent to formal procedures Reduce waste of paper

The Idea – Virtual Meetings Time and place does not matter, easy to find out Mmmmm..

The Result – VIIS is There VIIS months only, VIIS 1.1 – next 3 months VIIS meet all the expectations and more VIIS created million of new ideas The success of realisation and implementation of VIIS improved it is possible to carry out successful e-gov project The words of Mr. Linnar Viik, adviser of the Prime Minister Mr. Mart Laar VIIS is good VIIS is not completed jet VIIS should be developed further

Advises Do what is possible to do Don´t try to build super systems Have a good partner Don´t under estimate or over estimate users – have right testers Create that You are able to control Biggest profit is not money or paper or 10 minutes Biggest profit they can get via good decisions

Is VIIS e-government? No, may be just a big red dot on the e-government field Thank You for Your attention and good luck !

VIIS 1.1 – what is it? Web based software – You need only OutLook or Netscape Estonian language user interface, help, MS Word, MS Excel and HTML formats are supported Made by RAD – Rapid Application Development (~600 hours of programming)

The other modules of VIIS Terminals for ministers in meeting room, W2000 PC-s and notebooks for staff for meeting Terminal server - DELL Power Edge 6300v W2000 Data base server – PC, Linux, Apache, PHP, Java, MySQL Video projector, screen Microphones, recording system Switches etc. Training, project management

AVALIKKUS VIIS – who can use ? Others ??? State institutions After digital signature is in use and end of document management programm Advisors of ministers, chancellors Then security is be OK Ministers In LAN of StC State Chancellery September 2000 Autumn 2001 ??? When?

Appendices – screenshots and photos

Screenshots – login screen

Screenshots – list of meetings

Screenshots – the agenda and the description of the item of agenda

Screenshots – pre voting and comments

More pictures – before and now pages of paper every week Made by MicroLink Terminal for minister

More pictures – the meeting hall

More pictures – the trainging for the ministers

More pictures

Relations - VIIS, document management software, web pages, groupware VIIS Document management MIN StC GroupWare link Copy of file

New ideas The other meetings Video conferencing Chat room Public documents