SOLUTION : Information Management System

SECTOR : Public

"During and after the implementation of the project, Innova has met our expectations in terms of the adequacy of knowledge and methodology in the field of work, as well as the determination of needs and the performance in technical design works."

 

Ramazan Örkan 
Privatization Administration Strategy Development Director

 

D.P.A. Information Management and Decision Support System


Directorate of Privatization Administration increased its performance with the Privatization Management Information System and Decision Support System Project developed by Innova.

Privatization Management Information System (PMIS) and Decision Support System (DSS) were established in order to realize the following targets indicated in 2009-2013 Strategic Plan of the Privatization Administration: “Business processes will be designed to enable information management to be activated” and “With Management Information System, decision support systems will be established to assist final decision makers”.

 

The characteristics of the system were determined by taking into account all the requirements of the administration. Following the preparation of the administrative and technical specifications, the tender opened by the Administration within the scope of the Public Procurement Law №4734 was awarded to İnnova Bilişim Çözümleri AŞ.

 

Contract regarding “Privatization Management Information System and Decision Support System software procurement” was signed between the Administration and Innova on April 17, 2010. The Prime Ministry Privatization Administration accelerated its decision making process by increasing its operational performance through the “Privatization Management Information System and Decision Support System Project” developed by Innova. Efficiency in the management information and decision support systems of the Privatization Administration was increased. Business processes were redesigned and improved after the implementation of the project. The decision-making mechanism gained speed. As a result of international auditing of the process and prepared outputs, Innova received SPICE certificate.

 

D.P.A. Information Management and Decision Support System

New generation information management system in the Privatization Administration
 

The Prime Ministry Privatization Administration accelerated its decision making process by increasing its operational performance through the “Privatization Management Information System and Decision Support System Project” developed by Innova.

The Privatization Administration has completed and implemented the Privatization Management Information System and Decision Support System / ÖYBS-KDS Project in line with its strategic objectives. This project, which provides the administration with instant access to archive information and the ability to generate real-time information, was completed by İnnova Bilişim Çözümleri A.Ş. within a short period of 8 months. This project, enabling centralized monitoring of the data regarding privatization projects in Turkey and providing consistency and accuracy of data, so Privatization Administration can now more effectively evaluate past data and make faster and more effective decisions. The project also passed the SPICE (Software Process Improvement Capability Determination) audit process, recognized at international level and became one of the first SPICE certified Privatization Management Information Systems and Decision Support System / PMIS-DSS project in Turkey. Privatization Administration Strategy Development Director Mr. Ramazan Örkan answered our questions about the project.
 

Why did the Privatization Administration need an Information Management System? What were the issues you considered insufficient before this project?
 

In parallel with the developments in the world, the focus of privatization needs to be moved beyond preventing the waste of public resources and shift to increasing the country economy’s competitiveness in the global arena. In line with this new understanding, we aim to identify and implement privatization policies by orienting on national and international competitive pressures instead of budgetary pressures. Prior to this project, we had no computer-aided document management system, no sharing of information and documents via a common database, no ability to process documents in a digital environment, no rapid information flow or real-time statistical information production and archive information. For this reason, Privatization Management Information System and Decision Support System / PMIS-DSS were established in order to realize the targets of “Business processes will be designed to enable information management to be activated” and “With Management Information System, decision support systems will be established to assist final decision makers” indicated in 2009-2013 Strategic Plan of the Privatization Administration. İnnova Bilişim Çözümleri A.Ş. was awarded the tender for this project and managed to complete the project within a short period of 8 months.

 

What was done during the project? What kind of a system emerged at the end of the project?
 

The Project Coordination Team was established within the Strategy Development Office in order to ensure coordination with our Administration units in the PMIS-DSS project. In addition, the supervision services of this project were carried out by another consulting company under a separate contract. During the implementation of this project, many meetings, presentations and interviews were conducted with the coordination of the Project Coordination Unit in order to ensure the highest participation with our administration units. In January 2010, the system went live. In the scope of the project, the transferable data of the studies carried out by the units in the past were transferred to PMIS and DSS system. Within this framework, 7.000 data was transferred in Project Management, 18.500 in Legal Consultancy, 500 in Consultancy Services, 7.100 in Strategy Development, 30.000 in Employment and Social Services Department and 4.500 in Information Acquisition Unit.

 

What advantages and benefits have you achieved with this system? What has changed on your side?
 

PMIS-DSS was designed according to the authorities and responsibilities of our administration. The users in the administrative units were authorized according to their work processes. In this way, it was aimed to transfer the privatization business processes in a unit to PMIS as data, and to transform these data into reports in DSS. In addition, it was ensured that the data were collected and updated regularly. The systems went live in January 2010. Through this new structuring, information flow is provided faster, statistical information can be produced in real time and archive information can be accessed instantly. Thus, the decision-makers work becomes easier.

 

What were the most important points achieved with this project?
 

With this project, we have experienced the most increased productivity in the reporting area. In the privatization process, the data produced by different units were collected from PMIS interfaces and transferred to DSS, and the reports produced through a business intelligence tool were provided to meet the needs of the units in a fast and error-free way. Within the scope of the project, Innova determined the integration points by conducting software analysis of all processes of the administration. At this point, all software development and reporting, integration, licensing, training, data transfer, technical support and maintenance services were also provided by Innova. It should be underlined here that our Administration worked in a very good harmony and coordination with the project stakeholders under the leadership of the project coordination team. As a result, the project was successfully completed in a timely manner within the short period of 240 calendar days in accordance with the provisions of the contract and the technical and administrative specifications.

 

How do new systems of DPA work?

  • The Project Evaluation and Preparation Unit registers an institution/organization or their assets that are intended to be privatized as a public inventory, to the system and enters the evaluation reports produced by these institutions/entities and assets into the system. Based on these evaluation reports, it is decided whether the related institution/organization or their asset will be privatized.
  • A Director-level user opens a privatization record in the system and assigns the corresponding privatization to a Project Group Directorate. All the personnel of the relevant Project Group Directorate are informed by an e-mail about the privatization assigned to the group, and the evaluation reports prepared by the Project Evaluation and Preparation Unit in the system are opened for their access.
  • The relevant Project Group Directorate records the tender for this privatization, the companies that obtained the specifications; the Tender Services Unit records the offers received in the tender; the Administrative Financial Affairs Unit records the guarantees received for each offer and this information is shared between the units within the authorization conditions.

Following the conclusion of the tender, the relevant Project Group Directorate registers the contract in the system and this contract information is forwarded to the Administrative Financial Affairs Unit to record the final guarantees in the system, and to the Post-Privatization Monitoring and Recovery Unit and other relevant units to record the contractual obligations.