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Data storage of the Olomouc Regional Authority

In the autumn of 2012, the Olomouc Regional Authority data storage was started to be built within the implementation of the project called „Development of e-Government Services in the Olomouc Region“. Prior the implementation itself of project intent, three basic options of the solution were assessed and evaluated: to build the data storage using the existing hardware, to build the data storage with the necessary purchase of a new hardware and software, and/or the storage completion in the form of a sub-project of the project of the Technological Centre of the Olomouc Region, including purchase of the necessary software. In conclusion, the third option proved to be ideal, while the management of the Olomouc Region chose it as the most efficient and economical one.

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Analysis of the requirements and its results

The whole project was based on the analysis made by the employees of the company GORDIC in cooperation with the project guarantors and employees of the individual departments who would primarily use the solution in practice and/or who administrate the data entered in the data storage. Without their cooperation and extensive effort, the implementation would not be possible.

The analysis resulted in the definition of individual areas – Registers of Data Storage, Metadata, Statistics, Authority Economy and Budgeting, Selected Service – Educational System, Record Management System, Economy of Municipalities, Subsidies, Health Service, Organizations Receiving Contributions from the State Budget and particularly the specification of requirements of the detailed division. In addition, mapping of available data and definition of its use with regard to the technical solution itself represented another important step.

Technical solution
The data architecture consists of the transforming mechanism layer that ensures loading of source data in the set intervals into a separate data repository; in addition, the analytical layer where the data is transformed in the version suitable for the fast analysis and reporting, and the third layer, the presentation one. In this layer, reporting and interactive tools are launched for data analysis and reporting.

The solution itself is operated on the Microsoft platform. Microsoft SQL Server 2012 resolves the data storage database, data integration, analytical layer, and the layer for outputs. Microsoft SharePoint 2013 was selected as the software for analytical portal and data presentation. Within the local stations of the Regional Authority, also the locally installed Microsoft Excel is used as a tool of Business Intelligence. The analytical tools of data storage were extended by the IS GINIS MDF modulus – Managerial Data Fund – a tool for the advanced ad-hoc analysis with the possibilities of exports. Within the modulus, a unique analysis is available using the disintegration graphs allowing a data analysis from another, much more user friendly level.

Self-service data storage
The whole solution is built in the way to ensure the possibility of its self-service. In a nutshell, it means that the Authority’s employees were presented a tool they can use for the preparation of the necessary view and analysis on their own with no need of the supplying company intervention.

In the data storage, advanced tools of Excel services are integrated using which the departmental analytical employees can easily publish and administer the analyses prepared on the analytical portal. Due to the services, the data storage is more available for the users also with regard to analytical work, more user-friendly, providing the possibility of making and using analyses without the need of complex reporting tools or programming languages knowledge.

A detailed processing and division of the data from the Authority economy in the structures of global code lists provide a tool for various data cutting, allowing thus detailed analyses of the areas of the Regional Authority interest.

Within the analysis and subsequent project implementation, not only commonly available and used data sources were integrated but also internal analyses of the organizations receiving contributions from the state budget, providing a more detailed information about expenses and receipts of the individual organizations that can be obtained, for example, from the reports commonly provided for the Treasury information system.

Conclusion and evaluation
Many years’ experience in the technological as well as methodological area of data storage and Business Intelligence (BI) in the area of public administration, especially at the territorial self-governing units, represented the advantage of the company GORDIC as the supplier of the Olomouc Regional Authority data storage. It concerns especially the knowledge of basic economic data sources of regional authorities and organizations receiving contributions from the state budget representing the absolutely elementary data sources of the data storage. This allows full use of the economic information potential of the GINIS system operated by the Regional Authority of the Olomouc Region. In addition, it is also the knowledge of accounting and budgeting methodology combined with the knowledge of the budgeting and accounting data source. This allowed loading the maximum history of the data and preparation of analyses also with regard to all available years.

The implementation stage is evaluated very positively as one of the best organized action of this nature and scope. In this respect, particularly the work of the project team of the Olomouc Region should be appreciated.

A further development of the data storage will continue to adjust the solution to the newly developed requirements of the Regional Authority and its further projects. Working out the analyses and collection of the data of the organizations receiving contributions from the state budget appear currently as the main direction in this respect.

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