ECONOMY

MUNICIPALITIES: 75 PRACTICES


TOPIC:

Initiative

Integrated Information System for the management of all activities of Municipal Kindergartens

Integrated Information System for the management of all activities of Municipal Kindergartens
SUBMITTED FROM:

MUNICIPALITY OF ALIMOS

Alimos or Kalamaki is located in the Southern Sector of the Athens Basin in the Region of Attica. It borders Elliniko to the south, Paleo Faliro to the northwest, Agios Dimitrios to the northeast and Argyroupoli and Ilioupoli to the east. It is bounded to the west by Poseidonos Avenue and to the east by Vouliagmenis Avenue, southwest of Mount Ymittos. The municipality, a product of the merger of the communities of Kalamaki and Evonymia (today Kato and Ano Kalamaki, respectively) in 1968, has an area of approximately 7.5 square kilometers and a population of approximately 42,872 inhabitants, based on the 2021 census.

http://www.alimos.gov.gr/



Objective Action

The Municipality of Alimos decided to adopt an integrated information system for the organization and monitoring of all the activities of its 6 municipal kindergartens, with the aim of optimizing its activities, but also the citizens' access to innovative services from their home or work. With the implementation of the OPS, the Organization aims to obtain direct benefits from the export of statistics for the activities of the Municipality, the reduction of expenses through the monitoring, rationalization and optimization of expenses, the access of citizens to innovative services as well as transparency and meritocracy in all its functions.

 

Target Audience

Recipients and users of the system are a) the citizens-parents, who apply for registration at the municipal daycare centers and b) the employees-executives of the municipal daycare centers, who manage applications, warehouse, suppliers and administrative documents.

 

Duration


Description

The Municipality of Alimos, as a local authority, has set as a general strategic goal the adoption of IT solutions for the organization of its services at all levels, always with the aim of consolidating trust with citizens. Specifically, after a needs survey for a more efficient management of the services' functions, the Integrated Information System (ISIS) was implemented in the six (6) daycare centers that operate in the territory of the Municipality. Together with the subsystems that make it up, it was designed to effectively serve citizens and workers in the organization and management of all activities coming from the municipal stations according to modern technological requirements.

It is an innovative and user-friendly environment, a digital platform, through which the parent can have remote access to register their children in the nurseries, while they can then have real-time communication, to pulls important information on application progress, scoring and monthly stipends. On the other hand, the managers of the stations have in their hands a reliable tool, through which they draw important statistics, to control the expenses, through the monitoring, the rationalization and the optimization of the expenses, the suppliers and the warehouses, while at the same time they can and do circulate their digital documents with immediacy and efficiency.


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Impact on Society

The Integrated Information System (ISIS) after its implementation had the following results for the public (parents and executives):

  • It enabled citizens to submit an online application through the online application for registration at the nurseries without requiring their physical presence.
  • It provided the possibility of algorithmic scoring, placement in stations based on the vacancies, calculation of monthly tuition fees as well as real time information to parents about all the events that concern them via email or sms messages.
  • It provided the possibility to follow the application submission process.
  • The warehouse management subsystem enabled nursery managers to use a tool for logistics management, in order to more quickly and accurately manage contracts with suppliers, monitor the consumption of food and consumables (inventories) per station , to manage the imports of food and consumables per station in order to monitor in real time the progress of the contracts as well as the rest of them.
  • It enabled the extraction of important statistics on the consumption of specific materials per daycare center, for the comparison of consumptions between centers as well as for timely information in the event of forecasting a reduction in stocks, below critical limits (predicting demand and organizing the stock replenishment system) .
  • The scholarship management subsystem made it possible to create a tab with the detailed recording of all financial transactions, where the financial requirements are recorded, as well as the monthly scholarship payments. In this way, parents, through a web interface, monitor their children's record and receive real-time updates on all their transactions.
  • The OPS information system made it possible to create an "attendance log" in order to record the attendance of the children as well as the staff in all daycare centers in a computerized manner, without the need for daily telephone communication with each center.
  • Through the "incident report" the managers of the stations acquired the possibility to record all the important events in order to inform the management about all the events that take place at the stations.
  • All kindergarten staff gained access to the "MoTivo Electronic Document Management Subsystem", a Web application that provides all the functions required by a CHP system. With a username and password, they can track their pending documents, charge documents to their subordinates, process documents charged to them, sign draft documents using a digital signature, track the progress of participating documents, search documents, to upload relevant files, etc.


Initiative Location


Working with Organization


Workers Participation


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Benefits for Οrganization

In a short period of time since the operational start of the system, our Municipality has reaped the following benefits:

• Immediate and real view of all obligations in real time, at all stages of the hierarchy.

• Real-time updates on the progress of documents and applications as well as the actions taken on them.

• Better control of the effectiveness of its services, based on measurable data.

• Transparency and efficiency.

• Better service to the Citizen, providing information services on the progress of documents and applications that have been submitted.

• Eliminating the time of searching for documents and information, since all the information is stored in electronic form.

• Reduction of bureaucracy.

• More environmentally friendly Municipality with the use of much less paper as well as the reduction of the required movements by the citizens.

• Integration of new electronic government services (e-Government).




Connection with Global Goals







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