EGS Portal "Electronic Government Session" is a comprehensive solution that includes complete process of electronic sessions, for both the Government of Montenegro and its commissions. This solution also follows the process of preparation, the procedure of consideration at the ministries, archiving of documentation and formation and monitoring of conclusions from the sessions.
Using Microsoft SharePoint Server 2010 technology, the EGS portal is designed as a dynamic system, providing users with quality IT infrastructure. It's a flexible system suitable for customization, which develops over time by acquiring new content and expands by the number of users who access it. This means that this portal is at the same time a document management system, a workflow management system, a website…
The structure and complexity of the portal can be divided into several sub-portals. The functionalities of the sub-portals can be viewed as dependent entities that participate in the process of preparing for the sessions of the commissions and the Government of Montenegro. This structure consists of:
- Government Portal
- Portal KEPIF(Commission for Economy Polices and Financial System)
- Portal KPS (Political system comission)
- Portal KKAP (Human resources commission)
- General Secretary Archive
- Ministry Portal
- Council Portal
- Portal for overseeing the work of the Government
In addition to this structural division of the portal into units, which practically correspond to the hierarchical structure of Government institutions, Electronic Government Session program is divided according to the interface of access to the portal. Namely, in addition to the standard access to the portal and its contents, there is also a simplified interface, through which participants (ministers and others) can effectively access the contents of the portal.
The Government Portal is the central place in the process of working on Electronic Government Sessions. Every session of the government is formed and monitored at this place. The session is formed by government advisers who work on these matters. The agenda itself is formed from the proposals that were discussed at the sessions of the commissions, which preceded the session of the Government. The advisers form the agenda, attach proposals with accompanying materials and conclusions from the Archives of the General Secretariat and inform the participants of the session about the upcoming session.
This preparation is followed by the online session itself, where session participants can interactively review and participate. They also have access to other document libraries, such as the public library, the archive library, as well as access to their own document library.
The Electronic Government Session portal was developed using Microsoft Office Sharepoint Server 2010. The main advantages of this system are functional document management, workflow documentation and processes, document security, security of content and access to documents, document versioning…
KEPIF, KPS i KKAP
In the hierarchy of preparation for the session of the Government of Montenegro, the sessions of its commissions precede it. At these sessions, the proposals of the ministries and other institutions are discussed. At these sessions, proposals are adopted, returned for revision, rejected, and in some way filtered before the main session of the Government. The sub-portals of the commissions provide the participants with a complete infrastructure for performing such tasks.
Complete collection of proposals of ministries, and on the basis of them, forming the agenda is done on the sub-portals of the ministries. The beginning of each session on the commission portal is characterized by the opening of a new session. The agenda with its items is attached to the newly opened session. One item on the agenda may contain several documents (materials) as an attachment. Most often it is a Word document. One item on the agenda may contain several proposed conclusions.
One of the special features and values of EGS is the online monitoring of the session. The participants of the session can see all session items, and by choosing the item they are able to see the accompanying documents of the (accompanying materials, proposed conclusions, government work plan). Participants follow the session on a special parallel portal that is specially adapted for easy and comfortable monitoring.
The Secretary may, if necessary, update the agenda and related content during the session, and participants may monitor changes at all times. Finally, after conciliation, the secretary of the commission closes the online session. In this way, no further harmonization of the material is required and proposals approved in this manner can go through the procedure.
General Secretariat Archive
The Archives of the General Secretariat is a sub-portal that represents a central place for receiving and storing documentation. The archive ensures the immutability of the original documentation, its strict affiliation with the creator, and the same and strict monitoring of all changes in, both documents and conclusions.
Archive is a place where each proposal together with its accompanying materials and conclusions is kept in its original form. From the archive, the secretaries of the commissions and the advisers of the Government form the agenda for their sessions and submit new conclusions.
Archives of the General Secretariat are in fact presented as an electronic copy of the physical archives of the General Secretariat, with direct links to the places where the paper documentation itself is located.
Members of following institutions have access to the portal:
- General Government Secretariat (GSV)
- Ministry of Economy (EKO)
- Ministry of Finance (FIN)
- Ministry of Culture (KUL)
- Ministry of Science (NAU)
- Ministry of Defense (ODB)
- Ministry of Sustainable development and tourism (UPZ)
- Ministry of Agriculture and rural development (POL)
- Ministry of Justice (PRA)
- Ministry of Education (PRO)
- Ministry of Labour and Social Security
- Ministry of Traffic and Maritime Traffic (POM)
- Ministry of internal affairs (UNU)
- Ministry of External Affair and European integration
- Ministry for Information Society and Telecommunication (SRA)
- Ministry for human and minority rights (ZAS)
- Ministry of Heath (ZDR)
- Secretariat for legislation (SZA)
Each of the ministries has its own website for the preparation of proposals for the session of the commission or the Government. The site provides the Ministry with full support for the preparation and monitoring of documentation related to the sessions of the commission or the Government, the circular flow of documents, versioning of documents, the circular flow of decision-making and approval of documents (workflow).
Ministries in their hierarchy represent a starting point of suggestions and session materials. Ministries make direct proposals, and answer to their respective commissions, and sometimes they can make proposals for the Government session itself. Sub-portals of the ministries encompass all processes and content necessary for creating, consideration and harmonization of proposals.
Members of following institutions have access to the portal:
- Council for privatization and capital projects (PRIV)
- Council for upgrading business ambience, regulatory and structural reforms (REGU)
- National Council for Sustainable development (NSOR)
- Council for partnership for peace (PART)
Each council has its own sub-portal for preparation and holding of the session. The site provides the council with complete support for its work. Each sub-portal of the Council provides users with completely autonomous work on the preparation and holding of sessions. The portals contain a local archive, records of sessions and agendas, as well as a completely autonomous and dedicated portal that offers a simplified interface, through which participants (ministers and others) can effectively access the contents of the portal.
Portal for overseeing the work of the Government
This is a special portal for monitoring the work program of the Government of Montenegro. On this portal, the administrators in charge can form and monitor the government's work on a multi-year basis. The portal offers an automated procedure for matching government agenda items that are marked as program items. In this way, the local database is automatically updated and at any time shows the degree of implementation of the Government's work.
The portal offers reporting on all aspects of the implementation of the Government's program:
- Program of Government work (complete list)
- Government work (grouped)
- Report on realization
- Statistical report on realization