Process optimisation based on life events Slovak Republic Martina Brachnakova 15th May 2017

Optimisation key metrics Quantitative metrics Qualitative benefits Complex process view institutions, based on legislation Each process that is done by institutions is attributed to specific life-event Structured look on setting the scope of projects for process improvement Regulatory impact assessment of policy and its impact on service delivery for citizens (RIA) Create business architecture for optimization of IT Foundation for creation process maps, reform proposals and feasibility studies Create environment for sustainable process management in PA after OP EPA involved employees 35 TIME 60 months project duration SCOPE 1350 optimized processes RESOURCES 12 000 trained employees

  Roadmap: Simplify our lives 3 5 7 4 1 6 2 3. AS-IS analysis of processes, competencies and management system 7. Education of employees when implementing innovated form of work 5. Measurement, assessment and improvement of processes 3 5 1. Creation of business architecture 7 4  1 6  2 4. Design and implementation of innovated processes 6. Realization of international internships, visits and conferences Do&don´t 2. Creation of methodology

Life event catalogue FROM TO

Life event catalogue Process Life event VIA 1. Create the structure (life events- processes) 2. Identify the Life events & process atributes 3. Create logical data model Process Inputs Outputs Data entity Atribute Legisla- tion §, interfaces Participants Process owners Gestors Life event LE group & category Start & end action Interfaces Process Systems Dates, Fees, Fines 575 basis for LE catalogue 700 analyzed acts 900 identified acts BENEFIT - Structured look on setting the scope of projects for process improvement - Regulatory impact assessment of policy and its impact on service delivery for citizens (RIA) - Create business architecture for optimization of IT

Process of planning permission Life event catalogue External influence Legislation 103/2015 135/1961 541/2004 669/2007 513/2009 657/2004 175/1999 145/1995 7/2010 44/1988 139/2002 50/1976 608/2003 351/2011 314/2001 582/2004 The municipality aligns the permitting of buildings and the determination of the spatial organization and functional use of the territory in the municipality's municipal plan or in the territorial plan of the Flood Protection Zone included in the approved flood risk management plan and its update Inputs: Outputs: Application for building permit Documentation Basis for assesing proposed building or maitanance work Annoucement of construction office Documentation of simple and small buildings Construction general technical reguirement Annoucement to relevant authorities Development plan (local) Process of planning permission Planning permission Information about availability of valid decision issued in the inquire procedure Final statement Construction documentation Permission or rejection of application Decision about lenghtening validitation of planning permission Public notice Decion on the additional authorization of the construction Internal influence UP_AH_Municipality UP_AK_County UP_J_Ministry of Interior UP_CU_District Office UP_C_Ministry of Economy UP_VO_Traffic inspectorate UP_BV_Citizen/Company UP_A_Ministry of Transport, Construction and Regional development UP_H_Ministry of justice UP_CA_Construction office UP_BE_National Motorway Company UP_HO_Slovak Construction Inspection UP_BK_Public Health Office UP_EA_European commission UP_IC_Special construction office UP_GO_Government UP_M_Ministry of Environment UP_CS_Distric office in place of County UP_ID_Military Construction office UP_E_Ministry of Defense UP_BL_Regional Public Health Office UP_AB_Nuclear Supervisory Authority Participants

  Roadmap: Simplify our lives 3 5 7 4 1 6 2 3. AS-IS analysis of processes, competencies and management system 7. Education of employees when implementing innovated form of work 5. Measurement, assessment and improvement of processes 3 5 1. Creation of business architecture 7 4  1 6  2 4. Design and implementation of innovated processes 6. Realization of international internships, visits and conferences Do&don´t 2. Creation of methodology

Methodology for process optimization FROM TO 1. Methodology & training materials (94 slides / 52 slides) Individual methodology based on: Project Subject Available systems Content: Terminology AS-IS process mapping Process performance evaluation TO-BE design Implementation Performance monitoring Process mapping Process Performance monitoring 2. Standard tools definitions

Methodology for process optimization VIA BENEFIT Standardisation of process mapping (unified process mapping rules) To shorten time of process optimization Comonnly understanding of process execution 1. Process of optimisation cycle 2. Standard proces models (2) 3. Template definition Collaboration diagram Process diagram Lifeevent & process card Process modelling conventions (49 rules) Process events Activities Decisions Swimlines KPI Catalogue

  Roadmap: Simplify our lives 3 5 7 4 1 6 2 3. AS-IS analysis of processes, competencies and management system 7. Education of employees when implementing innovated form of work 5. Measurement, assessment and improvement of processes 3 5 1. Creation of business architecture 7 4  1 6  2 4. Design and implementation of innovated processes 6. Realization of international internships, visits and conferences Do&don´t 2. Creation of methodology

FROM AS-IS TO TO-BE FROM TO Number of cases (car evidence) Waiting time (car evidence) List of optimization opportunities 2. List of process KPI

FROM AS-IS TO TO-BE VIA BENEFIT 1. AS-IS specify pain points 2. Measurement 1. Shortend waiting time, process cycle time 2. Process execution centralisation (central administrative support: post, archiving, ...) 3. TO-BE DESIGN

Project learning experience CONCEPT 1. Analyze the structure of required information which will be needed in the future METHODOLOGY 2. Using „agile“ methodology by project - divide the task into weeks „packages“ RESOURCES 3. Plan the capacity reserves by legislation analyzis because of necessity of higher coordination. COMMUNICATION 4. Communicate goals and expectations with responsible people before project 5. Prepare Memorandum (specification of cooperation) with involved counterparts INFORMATION SYSTEM 6. Use verified systems to collect data from all participants TIME 7. Plan the time for „data cleaning“ after data collection

Thank You Martina Brachnakova cmr.svs@minv.sk