An advice information system is a EDP-supported information and document management system specialized in the illustration of democratic structures in municipalities up to city states.

Since 1990 in the German-speaking countries about 15 competitive systems on the market are offered. Increasingly completely all tasks to deep, which are connected with the work of the political organs of the municipality, fulfill advice information system inside into the administrative expirations. An advice information system fulfills different tasks:

Court-room service

Most important planning instrument for the continuation of the Enscheidungsprozesse is the meeting calendar of the local organs. The meeting calendar is presupposed by the advice information system, in order to assign lining up questions, requests and decisions to the next possible date.

On the basis of the lining up tasks of the committees advice information systems set the planned tasks on an automatically generated agenda. The formal list of the agenda takes place via the chairman of the respective committee via addition of further points, the organization of the meeting sequence and via shift from points to another dates.

With the list of the agenda by the chairman of the committee the dispatch of the invitation and the official notice of the meeting take place via the advice information system. The systems offer increasingly the electronic transmission of the information about Internet. The conversion to a all-electronic dispatch system is bound according to the respective Gemeindeordnung at certain borders and partly requires the formal feed of a written paper-bound invitation by post office dispatch.

The preparation of the meetings by an advice information system are supported. In addition the space planning and the supply of the necessary media for the meeting belong such as public-address system, Beamer and other articles. For the court-room service the compilation of the necessary documents is supported. In addition among other things birthday lists, presence lists, Presseinformationen, agendas rank among the display within the public range.

During the meeting of the committee the advice information system makes ideally all necessities and information available as basis of the political consideration and decision. Besides the system provides a basic structure for minutes which can be provided, which can be already provided during the meeting in a short form or completely and thus as not approved draft minutes after the meeting for the further interested ones is available and helps thus to accelerate the administrative expirations.

The advice information system provides raw minutes, which are enriched around further information from the existing data. In addition the process of the debate and above all requests for modification and their result belong depending upon Gemeindeordnung.

The advice information system is automates minutes excerpts to provide. It is necessary to possibly supply the agencies in the administration and other committees and political representatives which can be addressed with a copy. In the context of the system this can take place via a notification or via a E-Mail.

On the basis the list of subscribers and in master data to depositing information is the system automates meeting funds to calculate and ideally by a cash interface make payable. Income tax-legal regulations are to be considered.

Workflow

In order to come the ideal of a paperless office more near and the administrative expirations with support of the EDP faster to arrange more transparent and more economical it comes the advice information system to illustrate these expirations of the information passing on. In addition the past ways of the Mitzeichnung, correction, signing, permission and other process steps must be replaced by a falsification safe procedure. It depends in particular to document the ways of a procedure to occupy signatures by coworkers or political representatives in falsification safe form and to record different processing status of a document. The coworker of the administration must be able to trust in the fact that the collecting mains provided by him come either in unchanged form to the adoption of resolutions or however changes in the working process as such to be recognized are.

Advice information

The advice information system puts the necessary information for the political work to the political political representatives at the disposal. Since these information goes beyond the public range, the entrances for councillors are particularly safety-relevant and require a security against unauthorized entrance, in order to be able to carry for the interests of the data security and the discretion calculation.

Citizen informations

The citizen informations are generated full and part-automatically from the data existing in the system and predominantly made available over Internet to the information the population. To the offered information belong regularly the meeting calendar, the meeting collecting mains (so far possible) and minutes of the meeting. It is made possible by search functions for the citizen to inform about the conditions of the decisions to the interests of the municipality.

Success and resolution monitoring

Dependent on the respective development condition of the advice information system the system for the administration, those serves politically responsible persons, the political representatives and the citizens as information basis, as far the projects decided of the municipality was converted and to make possible so a comprehensive and current monitoring of the administration by the policy and the policy by the constituency.

Literature

• Advice information systems successfully introduce - a manual for politics and administration, publishing house Bertelsmann donation, 2004, ISBN 3-89204-722-7
• KGSt report 3/2004: Of the advice information system (RIS) to the advice portal, Cologne, 2004
• From the local court-room service to the advice information system: a conversion manual; Optimization of the advice work, network: Municipalities of the future (Bertelsmann donation; Hans donation; KGSt) part of I + II, 2002

Articles in category "Advice information system"

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