A model for electronic data exchange in the public sector Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale KSZ-BCSS Frank Robben & Emmanuel Quintin General managers Crossroads Bank for Social Security Sint-Pieterssteenweg 375 B-1040 Brussels Belgium Phone: Fax:

2 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Objective of the lecture n Developing a quality FRONT-OFFICE for the E- government is counterproductive if a data exchange model between public services for the BACK-OFFICE hasn’t been built beforehand n Functional support to the TESTA-framework ?

3 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Definition of the problem (1/2) n in all countries, many administrations are active in all the fields of public affairs : e.g. tax law, social security, transport, internal affairs n information is one of the main production factors for each of those institutions n the information needed by those many institutions is often similar -identification data -data concerning e.g. the professional, social, fiscal, familial status -periodical data related to working periods and wages -data concerning certain events, e.g. the occurence of a social risk

4 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Definition of the problem (2/2) n lack of coordination in the area of information management leads to -administrative overloading of the citizens, their employers, the municipality of residence,... -waste of efficiency and time within the institutions -suboptimal support of the policy -higher possibilities of fraud

5 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Possible solutions n central data management (big brother concept) -not frequently implemented privacy protection technical feasibility threat for the autonomy of the institutions n distributed data management (network concept) -decentralised but unique data gathering -decentralised and distributed data storage, with functional task-sharing between public institutions -data exchange via a network

6 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS A model for distributed data management n structure of the network n unique identification key n register of references n basic organisation principles -data collection -data storage -data exchange n methods of electronic data exchange

sectorial organising unit Central organising unit external database Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale KSZ-BCSS sectorial organising unit external database external network

8 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Unique identification key n natural persons and enterprises/establishments n unique n invariable n mentioned on an official document delivered to the holder n used by -every public institution -every person declaring information to public institutions

9 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Register of references n 3 functions: -preventive access control -routing of information -automatic transmission of information n structure: -register of persons: what persons in what capacities have personal files in what public institutions for what periods -data availability register: what data are available in what public institutions for what types of files -access authorization register: what data may be transmitted to what institutions for what types of files

10 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS /01/90 15/06/ /04/9016/01/ /01/90 15/06/ /05/9128/02/9801/02/ /06/9201/02/ /01/9015/06/ /04/9006/03/99 Register of persons public institution unique identification number capa- city start of period end of period last update

11 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS /01/90 01/07/92 215/01/9031/03/ /01/ /01/93 15/08/ /03/ Data availability register public institution capa- city data number start of validity end of validity last update

12 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS jfile15/01/90y y30/08/ /01/90n y jintegr31/03/92n y y y jintegr01/01/94y y 61 0n y jfilen y 3 2jfiley y 11 2jfiley y 20 3jfiley n 21 0y n 30 0y n Access authorization register public institution capa- city data number start of validity end of validity last update previous period point of reference

13 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Organisation principles of the network n obligatory participation of all public institutions n every participant to the network can be supplier or addressee of data n coordination and management of the network by the central organising unit -normalisation -stimulation -project management

14 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Organisation principles of the network n data collection -previous consultation of the network obligatory n data storage -decentralised -distributed -functional task-sharing between public institutions -valorization of external databases

15 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Organisation principles of the network n data exchange -can be initiated by the institution that needs the information by the institution that disposes of new information by the institution that manages the network -basically via the central organising unit -previous authorization by an independent Control Committee -systematical logging of all exchanges

16 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Methods of electronic data exchange n interactive data exchange -terminal emulation -application to application n relayed data exchange -file transfer -physical supports (magnetic tapes, disks, …) -EDIFACT normalisation and XML of the messages to exchange

17 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Data protecting effects network concept implies n no central data storage n data exchange via the central organising unit => precautionary control on the legitimacy of data exchange n previous authorization of data exchange by an independent Control Committee

18 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Advantages of data sharing (1/2) n improvement of the service offered to the insured -faster processing of files -more accurate processing of files -reduction of the administrative charge -more guarantees on data protection n advantageous effects for public sector -control of the administrative costs -more efficient fraud detection -more efficient policy support -more flexibility in answering to changing needs

19 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Advantages of data sharing (2/2) n more efficient working of the administrations -prevention of double work by task-sharing -optimalisation of task execution by computerisation -occasion for a self-critical attitude regarding internal organisation -basis for efficiency and quality assurance

20 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Smart cards n possible functions -identification of the holder natural person enterprise - establishment -authentication of the holder natural person enterprise - establishment -generation of an electronic signature -distinction between natural persons and their quality, their characteristic, their access right, … -limited transport of data -transport of programs

21 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Conditions for data sharing (1/2) n telematics should be regarded as an investment rather than as a cost n policymakers have to create the conditions for data sharing -minimal harmonisation of basic concepts -incentives for the public institutions to share data -legal framework concerning privacy protection and security mutual responsabilities

22 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Conditions for data sharing (2/2) n public institutions have to adapt themselves to a distributed information management -not only take account of the own tasks and desires, but also of the needs of other public institutions and of the effect of their decisions on these institutions -have a healthy critical attitude towards an optimal task- sharing between public institutions, which then leads to the freeing-up of resources for the development of new or better services

23 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Conclusion (1/2) n this model of data exhange has prouved himself in the whole sector of social affairs in Belgium; the public service “Crossroads Bank for social security” ensures the coordination of it n this model has been chosen by the Belgian federal government for all federal public services: UME (Universal Messaging Engine)

24 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS Conclusion (2/2) n other projects: -unique identification of the citizens -electronic identity card for all citizens (identification, authentification, signature) -unique identification of the enterprises and establishments -distinction identity certificates and quality certificates -PKI infrastructure n UME and these other projects are the necessary and the previous conditions for the optimal working of the front-office E-government

25 Kruispuntbank van de Sociale Zekerheid Banque Carrefour de la Sécurité sociale13-14th June 2001 KSZ-BCSS This model for data exchange can also be transposed at the european level: functional level for TESTA ??? Thank you !