Initiatives & Products

Government Modular systems Specifications

Introduction

The initiative refers to the automated systems/applications which are common and repeated amongst the government agencies. Those systems are found in all government agencies. The most famous of which are the: "Government Resource Planning systems"(GRP). They are usually called so referring to the common government applications. Examples of such systems are: financial systems, personnel (HR) systems, administrative communications systems, material management systems, and archiving systems.

Initiative's Vision

To enable the government agencies to carry out their administrative and financial work efficiently and effectively. This can be achieved through the implementation of advanced and secure Government Resource Planning systems (GRP), relative to the size, activities, and technical environment of each government agency. Hence, enabling the government agencies to exchange data between them electronically, within a timeframe suitable to each agency.

Initiative's Mission

Towards implementing information systems in the government agencies for planning and management of government agencies' resources, contributing to the potential of data exchange, and make the shift for a paperless work environment.

Objectives

The initiative aims to reduce waste of resources and efforts in the development and installation of government resources applications. It also aspires to increase the chances of success for the projects of government resources systems, and assist the government agencies in selecting or developing and install their own GRP systems, through several support tools.

Government agencies are currently and independently engaged in developing such applications, though similar and sometimes identical to those found in some other government agencies, due to use of a unified government regulations and systems. Hence, the potential is there to reduce this waste of resources and efforts by utilizing a number of methods and tools. Instance of such methods and tools, is to standardize requirements and specifications of the GRP systems, and also to unify or bring closer the work procedures. Another instance is to help the government agencies, is to ensure that the GRP systems they apply meet such requirements through evaluation reports.

This initiative is expected to reduce gaps between the different GRP systems and bring those packages closer in their methods of operation by making them closer in meeting the government regulations. This is apt to increase level of readiness of these systems for implementation in government agencies, and make them comply with the government laws and regulations, with greater opportunity for integration.

Initiative’s Current State:

In the first phase, focus was on the GRP systems. A work team was formed for the purpose. The team started this phase by collecting the international and local experiences in GRP implementation. Locally, government agencies were contacted to learn of their experiences in the field. Communication was made by e-mail, fax, and ordinary mail, and also by field visits to a sample of government agencies. The sample has purposely covered the following categories:

  • Law-making, regulatory and overseeing government agencies.
  • Major multi-branched and small-size government agencies.
  • Advanced -in terms of readiness and IT applications-, and ordinary government agencies.
  • Civilian, military, medical, and educational government agencies.
  • Government agencies with internally, locally, or internationally-developed GRP systems.

The other government common systems, other than the GRP, shall be dealt with later on, based on priority.

Initiative’s Current Results:

A number of focus groups and workshops were held during the 1st phase of the initiative, as follows:

The first phase of the GRP initiative has produced the following documents:
  • GRP Initiative Strategy (In the final stage of production).
  • GRP Implementation Alternatives and Approaches. (under translation).
  • GRP Implementation Guide (In the final stage of production).
  • GRP Applications' Functional Specifications.
  • GRP International Experiences. (available up on request)

Future of the Initiative:

To help the government agencies in selecting a GRP package that meets its requirements, a project is expected to start off, to evaluate available GRP/ERP packages and measure their readiness and suitability to be implemented in the government agencies. A list will follow of such packages together with the evaluation reports citing degree of compliance with the government laws and regulations. The project aims at ensuring technical, procedural, and functional operation of the available packages, and compliance with the government laws and regulations. Also, the evaluation is expected to cover systems' documentation, performance, design… etc. Provision of training on such systems will be sought, for specialists and users. Appropriate price for licenses and maintenance of such systems is another target. Same evaluation process is expected to be applied on GRP implementers.

Following are the planned future stages:

  1. Issue reports on evaluation results of available GRP systems (ready-made packages), and their compliance with government laws and regulations. Also, issuing the reports of evaluating GRP implementers.
  2. Issue a GRP kit document to help government agencies in dealing with their GRP projects, in terms of the preparation of standard RFP, outsourcing contracts, maintenance contracts, and implementation guide handbooks, etc.

  3. Exchange data among government agencies through (GSN) and (GSB).

It is worth mentioning that, among other alternatives, a solution was suggested in many of the conferences and meetings. The solution idea is to develop a single GRP system for the whole of KSA government agencies. However, after a closer examination and study of this alternative, and soliciting public views, it was proven impossible to put it into action for a number of reasons. The most obvious reason is avoid wasting the existing investments in current installed GRP systems, and local experiences currently available to the government agencies. Another reason is government agencies are different in their sizes and that one solution might not fit all. Yet another reason is the restriction that this solution will limit the competition amongst the private sector companies in terms of development of highly-sophisticated systems, and provision of a competitive environment that ensure better future for these systems. Related Links:

Government laws and regulations related to government resources systems :

Government Agency (Owner) Documents Link
Ministry of Finance Financial Government Laws and Regulations
Ministry of Civil Services Civil Services Rules, Laws, and Regulations
National Center for Documents and Archives Regulations for Administrative Communications,Documents and Archives


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