1. 02/09/2015 Workflow Management Systems in Parliamentary Research Services Erik Axelsson, Charlotte Albrektson & Bertil Hansson ECPRD ICT-meeting, Bucharest 18-19 November 2010

2. 02/09/2015 Contents of Presentation Results of ECPRD request on workflow management systems Presentation of the Riksdag Research Service’s electronic workflow management system Concluding remarks

3. 02/09/2015 ECPRD Request 1525 on Workflow Management Systems Background: gather information before starting the process of purchasing a new workflow management system for the Riksdag Research Service All ECPRD-correspondents 40 responses from chambers in 35 countries + EP and PACE

4. 02/09/2015 The Questionnaire Background questions to get a better picture of different research services’ needs for workflow management systems Main focus to investigate the use of workflow/document management systems

5. 02/09/2015 Background: Number of Requests Great variety: 100 000 requests/year Most commonly 1 000 to 3 000 Explanations? - size of chamber - different clients

6. 02/09/2015 Occurrence of Workflow Management Systems

7. 02/09/2015 Many Requests = Workflow System?

8. 02/09/2015 Type of Workflow Management System In-house developed most common Based on a commercial product, eg Lotus Notes, Sharepoint…

9. 02/09/2015 Year of Introduction A few pioneers in the 1990s The vast majority introduced during the last 5- 10 years Older systems replaced or further developed

10. 02/09/2015 Fields of Application Monitor the workflow (of course…) Other purposes - retrieve statistics - following up of activities - planning

11. 02/09/2015 Searching Possibilities Many systems have a search function A common purpose is to reuse information from previous responses

12. 02/09/2015 Archiving Archiving of requests and replies Archiving of correspondence - Part of the system - Separate database - No need

13. 02/09/2015 Future Plans Eight chambers indicate that they plan, or just have initiated, the purchase of a workflow management system

14. 02/09/2015 Research Service of the Riksdag 40 researchers About 2 000 requests/year Our clients: Party secretariats, MPs, ECPRD, Standing Committees, Riksdag Administration Always written replies - memorandums

15. 02/09/2015 Our Electronic Workflow System - RutUpp Introduced in 1995 Developed in-house A Lotus Notes database Substantial development over the years

16. 02/09/2015 Fields of Application Resource management / planning - Tool for Head of Research Service and heads of sections Workflow - Tool for researchers

17. 02/09/2015 Web Based Form

18. 02/09/2015 Requests/ye ar Newly arrived requests

19. 02/09/2015

20. Current requests / section Memorandums attached to requests Link to database with requests and memorandums 1995-2005

21. 02/09/2015 Follow up and planning Yearly views per - month - researcher - client category - subject

22. 02/09/2015 Full Text Search

23. 02/09/2015 Current Development Publishing memorandums on the intranet and/or the Internet Meeting demands from media and public

24. 02/09/2015 Future Development? Save correspondence in connection with requests and memorandums Electronic archiving – separate solution? Develop current system or purchase a new system?

25. 02/09/2015 Scope for Research Services’ Applications Case management Basic tracking of requests  (semi-) automated workflow Storage and retrieval Folders on a file server  Document management system or Content Management System Process support None  Collaborative tools

26. 02/09/2015 Swim lane process activity diagram Client Department head Section head Researcher Assistant or Clerk The Riksdag Library

27. 02/09/2015 Scope for RutUpp Case management Semi-automated workflow. Adequate statistics Storage and retrieval Reports stored in RutUpp, source material in separate database(s). Printed copy archived Process support None

28. 02/09/2015 Thank you for listening!