Relies on administrative professions to build database warehouses for applications for online public service systems at levels 1, 2, 3, and 4; Foundation for building Education Management; Develops reports and forecasts about economy, society, budget, security and defense for leaders; Towards e-Government 4.0, smart city. From the above requirements, Oracle brings solutions to build a centralized database towards e-Government 4.0 with the following three main solutions:

  1. Solution to build shared database architecture.
  2. Solution for data security in e-Government.
  3. Solution to build Enterprise Services Bus (ESB).
  4. Solution for Database application in reporting and executive decision making.

I. Solution to build shared database architecture

1. Current challenges

1. There are no interconnections among Departments and agencies at district/ward/commune levels.

2. There is no local government service platform (LGSP), so software has not been interconnected with different information systems and databases in the system.

3. Databases arising from specialized information systems such as Education, Health, Land, Tax, etc. are stored in a distributed, scattered and discrete manner and there is a lack of connections among branches and levels.

4. There is no Data Warehouse, so information sharing and linking services are still limited and cannot meet the requirements to serve specialized work and decision-making.

5. There are no effective general statistical and reporting tools for management and administration by leadership levels.

2. Necessity of Data Warehouse

• Data Warehouse is a place to gather data from specialized databases in Departments/Agencies/ Branches into one place and organized in the direction of a common data model.

• This Data Warehouse provides input data for all applications developed in provincial and city government agencies for State management, common lists and documents, etc.

• Specially, data about people, businesses, land, etc. will be shared and updated regularly in the Data Warehouse.

• Data Warehouse is also a centralized reporting system for management, operation and forecasting.

• Data Warehouse also plays a role in paving the way for formation and application of Big Data.

3. Design of a shared database system

Architecture of a shared database system must be built appropriately and covered in e-government system architecture of each province/city level, and comply with the e-government architecture framework model stated in the Correspondence No. 1178/BTTTT-THH dated April 21st, 2015 by the Ministry of Information and Communications.

E-government architecture framework model
issued by Ministry of Information and Communications

  • Users: The people accessing and using e-Government services at all levels, including citizens, businesses, officials, civil servants, and leaders of government agencies (in the form of synthesis reports with BI – Business Intelligence application).
  • Communication channels: Environments helping users access e-government information systems of agencies to perform transactions. Some typical channels are phone, portal/website, kiosks, or direct communication.
  • Information portal/Public services: The focal points connecting users to applications and information systems (HTTT) of Departments/Agencies/Branches of the Province and Districts. This portal connects to the Communication Channel on the one hand (via web interface), on the other hand connects to the information portals of the Districts and Departments/Agencies/Branches and ensures the connectivity with the Government Portal. This system also includes 01 internal portal for civil servants of the Province, in which the working environment can be done entirely over the Internet.
  • Applications/Services: The software/DVC provided to users.
  • Enterprise Service Bus (ESB): Playing a core role in linking applications together.
  • Database layer: The underlying information system or database, serving the needs of data mining of the application/service layer through ESB.
  • Information infrastructure layer: Providing IT infrastructure including servers, networks, storage, backup, information security, etc. as the foundation for the operating system.
  • HR management and administration: Including direction, management, organization, guidance, training, legal environment, and communication to ensure the conditions for the deployment of information systems.
  • IT standards: Technical standards that the system must comply with to guarantee the application of the latest/most effective technologies.
  • Information security: A throughout component and a condition to ensure deployment of components of the e-government system. Information security assurance mainly includes device safety, network safety, system safety, IT application safety, data safety, management, and monitoring. These need to be deployed synchronously at all levels to meet the actual needs and technology development trends.

4. General model of Data Warehouse

  • Users: The people logging in and using the shared database system, including system administrators, data entry officers, leaders of units and leaders of the Provincial People’s Committees.
  • Applications: Software used to manage databases, enter data, modify data, check and monitor access to databases.
  • Shared and integrated services: The foundation services for shared database systems. It includes user management service, database access monitoring service, and common data sharing service.
  • Database: This is the main component of the system. Data collected from many sources such as data entry through data management applications, entry via EBS, etc. will be stored at database management systems.
  • Technical infrastructure: Providing IT infrastructure including servers, networks, storage, backup, etc. as the foundation for the operating system.
  • Security: A system including hardware and software solutions, information safety and security policies.
  • Enterprise Services Bus (ESB): A system used to integrate data, integrate applications, and integrate business processes. ESB ensures the data exchange and sharing of the database system shared with other systems of the Province.

Data Warehouse of the Province will be built with a shared database system in the first period:

  • Citizen (resident) database: Managed and collected by AAA Province Public Security for national population database;
  • Enterprise database: As the Department of Planning and Investment exploits business registration system from the Ministry of Planning and Investment, the local enterprise data is being centrally managed by the Ministry of Planning and Investment.
  • Database of officials and employees: Managed by the Department of Home Affairs. The Province has an information system for management of officials and employees that is currently being operated;
  • Database of administrative procedures;
  • Database of common lists.

In the long term, Data Warehouse of the Province will be expanded and include many other areas under the Common data Architecture and Targeted Open Data as the model below:

Architecture of common data and open data

This is the premise for building a big data analysis strategy in the whole province in the next periods.

II. Solution for data security in e-Government

1. Data is the most important asset

• Data theft is booming globally

– Databases are still the primary attack target

• Rapid data growth, increasingly tight regulations

– Across industries and territories

– Laws to protect data and privacy

• Data security strategy

– Prevent many threats

– Improve security controls

– On-premise and cloud-based database security strategies available

2. Statistics of attack targets and current investment in security globally

3. Technology platforms for e-Government

4. Potential hazards to data

5. Potential hazards to data

6. Oracle Database Security Solutions

III. Solution to build Enterprise Services Bus (ESB)

1. Professional interconnection models

a. Document interconnection

This is the main and popular interconnection model for correspondences among agencies for the purpose of information exchange and executive professions. Interconnection model in document processing and executive professions of the Province is in accordance with the Decision No. 28/2018/QD-TTg regarding the sending and receipt of electronic documents among agencies in the State administrative system.

The document interconnection model is based on an electronic document interconnection system at four governmental levels implemented by the Government Office, which is a throughout connection from the Government Office to Ministries, branches, Provinces/Cities, and internal administrative levels of local and branch Ministries such as Departments/agencies/branches, Districts, Wards/Communes/Townships.

Through this interconnection system, electronic and executive documents are transported continuously and automatically from the Government, ministerial/ministry-level administrative agencies (level 1) to 3 administrative levels at localities, forming a uniform 4-level document management and executive system nationwide.

Description of executive document interconnection process:

  • Sending electronic documents:
  • Electronic documents after being approved, signed for promulgation, digitally signed by competent authorities in accordance with the law and sent to the Receiver through the document management and executive systems interconnected together.
  • The Sender is responsible for checking, monitoring, and ensuring that the electronic documents are successfully sent to the intended Receiver. In case of recall of electronic document, the Sender must notify the Receiver thereof on the document management and executive system to process the recalled electronic document.
  • Receiving electronic documents:
  • Before receiving, the Receiver must check the completeness, integrity, and authenticity of the electronic document and receive it on the document management and executive system.
  • In the event of failure to meet the principles and requirements for sending and receiving electronic documents, the Receiver must promptly respond through the document management and executive system for the Sender’s knowledge and processing according to regulations.
  • After receiving, the Receiver processes and responds the status of electronic document processing on the document management and executive system.
  • If receiving the notice of recall of electronic documents, the Receiver is responsible for cancelling such recalled electronic document on the document management and executive system and notifying its processing of such recalled electronic document through the document management and executive system for the Sender’s knowledge.
  • Information content and requirements of electronic documents:
  • Information content of electronic documents sent and received on the document management and executive system of ministries, branches, and localities including the content of such electronic documents and the entire content of attachments thereto.
  • The document management and executive system must show the following information of electronic documents:

Identification numbers of agencies or organizations:

* Each unit with authority to issue documents (affixed its official seal) has an identification number when sending and receiving electronic documents on the document management and executive system.

* List of identification numbers is in accordance with Circular No. 10/2016/TT-BTTTT dated April 1st, 2016 of the Ministry of Information and Communications regarding the promulgation of “National technical regulation on identification number structures and packet data formats for interconnection of document management and executive systems”

+ Document reference number: Structure of document reference number includes: Identification number of the agency or organization as prescribed the law; Year of issuance of document, ordinal number of the document issued in the year;

+ Document number and symbol;

+ Date of document;

+ Type of document;

+ Summary of document content;

+ Attachment(s);

+ Processing status (arrived, received, forwarded for processing, in processing, completed, refused to receive (returned), recalled, deleted, etc.);

+ Position & full name of the signer;

+ Level of urgency (urgent/super urgent/express);

+ The Sender;

+ The Receiver;

+ Time of sending and receipt;

+ Processing time;

+ History of sending and receiving documents;

+ Other information (if any).

b. Process interconnection in administrative procedures

The process interconnection in administrative procedures under the interconnection model follows the One-Stop Shop and interconnected One-Stop Shop in administrative procedure settlement in accordance with Decree No. 61/2018/ND-CP dated April 23rd, 2018 by the Government.

One-Stop Shop department and system organization

Interconnected One-Stop Shop mechanism in administrative procedure settlement is a method of coordinating among competent agencies in receiving applications, settling and returning results of settlement of an administrative procedure or a group of interrelated administrative procedures, monitoring, supervising, and evaluating the settlement of administrative procedures to organizations and individuals through the One-Stop Shop Department.

One-Stop Shop Department is the common name of the department in charge of receiving and returning results of settlement of administrative procedures or the city Public Administrative Service Center, performing the task of guiding, receiving, settling, or forwarding applications for settlement, returning results of settlement of administrative procedures, monitoring, supervising, and evaluating the settlement of administrative procedures to organizations and individuals.

National public service portal is an integrated portal for information on online public services, the settlement status, and results of settlement of administrative procedures on the basis of connecting and retrieving data from One-Stop Shop electronic information systems at ministerial, provincial and city levels and professional and technical support solutions agreed to build and manage by the Government Office.

City public service portal is an integrated portal for information on online public services, on the settlement situation and results of settlement of administrative procedures based on integration and sharing of data with the One-Stop Shop electronic information system at ministerial and provincial levels.

City-level One-Stop Shop electronic information system is an internal information system that supports the receipt, settlement, and tracking of the receipt, settlement, and results of settlement of administrative procedures of affiliated agencies and units; connects, integrates, and shares data with the Document management system to process records in the network environment; connects to and integrates with the National Public Service Portal and the City Public Service Portal to publicly post results of administrative procedure settlement and provide online public services.

Evaluation of administrative procedure settlement means comments and conclusions of competent agencies, organizations and individuals regarding the quality and progress of guiding, receiving, settling, and returning results of settlement of administrative procedures by the One-Stop Shop Department, officials, civil servants, executing employees and agencies settling the administrative procedures.

c. Interconnection to the Provincial Public Service Portal and the National Public Service Portal

Interconnecting to other agencies through the Document management system. If a common and shared database is available, it will be directly connected to the data warehouse without through interconnection by electronic document exchange.

Specialized professions are directly interconnected to transaction professions with people, internal management professions, and policy and decision-making professions.

Specialized professions include three main professional components:

  • Decision-making component;
  • Information component;
  • Operation component.

In which,

  • The Decision-making component provides input to the Information component.
  • The operational component provides the test information to the Information component.
  • The Information component plays a central role of the system. It provides reporting information to the Decision-making profession and executive and reference information to the specialized profession.

Interconnection process:

Each unit in a specialized information system corresponds to a specific professional process. Units participating in professions together use the database of specialized information system, which are decentralized to manage, exploit and update by their decentralized authority. This is information of information systems in People – Urban Safety, Economy, Culture – Society, Urban Management.

Information from other specialized information systems can be interconnected. This requires an intermediate information component in the role of linking and creating data infrastructure for the deployment of common database of the Province.

Description of basic components of local government service platform (LGSP)

Service integration system on LGSP of AAA Province is to meet the requirement of professional interconnection in settlement of administrative procedures or other affairs among the state agencies. The integration software Enterprise Service Bus (ESB) performs the integration functions as below:

  • Professional process integration. Citizens and enterprises choose the services at agency A, after agency A finishes the settlement, the outputs are forwarded directly to agency B through the LGSP and can continue to be forwarded to agency C… until the results are returned to citizens.
  • Data integration (for data to be accessed): Agency A needs data from agency B and agency C to reduce the composition of applications for citizens and enterprises, or needs supporting information for decision making. The information system at agency A will connect to the LGSP to retrieve data information.
  • Interconnection and integration processes need to be described and managed on LGSP (Described by BPM Business Process Management)
  • Data inquiry rights are managed on the LGSP through the Service Registration System and other systems.

IV. Solution for Database application in reporting and executive decision making

Once the ESB is connected and the centralized data warehouse is enriched, this data source will be used for on-demand reporting, helping leaders make fast, accurate and timely decisions. For example:

  • Centralized data report on the social and economic situation of the City from time to time, by location, and by person.
  • Statistics of population, ethnicity, and education levels.
  • Statistics of military services.
  • Statistics of civil servants.
  • Enterprise Statistics.
  • Developing reports on and forecasts about economy, society, budget, security, and defense for leaders.
  • Based on administrative professions, building database warehouses for applications for online public service systems at levels 1, 2, 3, and 4.
  • Foundation to build Education Management and Health.
  • Towards e-Government, smart city.

Some illustrations for the Report and executive decision-making:

 

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