Tender 224 mln lek/ Gjiknuri gives to the private “his housework”

By Boldnews.al

A private company will implement an information system for the administration and automation of jobs and processes at the Ministry of Energy and Industry. Minister Damian Gjiknuri has opened a tender worth 224 million ALL, giving “home affairs” to a private company.

With this fund, the company will also train the staff, while the “justification” of this ministry for this tender is that it has as a mission the drafting and implementation of policies aimed at guaranteeing the country’s energy supply, the use of energy and mineral resources in function of sustainable economic development and public benefit, promoting industrial development with the most environmentally friendly standards.

Currently, MEI offers its services through written requests as well as with the individual appearance of natural persons or businesses near it to obtain information or receive relevant services. The scope of activity and legal regulatory basis of the Ministry of Energy and Industry is very wide. This results in delays in obtaining information both for interested citizens and for the category of businesses / investors due to the lack of efficiency of the administration staff due to the fluctuation of the information and without the opportunity to provide the required information at the time specified in the legislation on public information (excluding confidential cases).

According to the ministry, the current situation that all these services are offered by presenting interested persons to the Ministry of Energy and Industry or downloading electronic materials from the website of the Ministry. But in both of these cases the documentation remains on hard copy as it is also required by the MEI structures or scanned documents and excel tables.

The current situation in this sector is monitored and managed only through excel file types “databases” and “word”, and sometimes a small Achess database. This “spontaneous” development and the retention of these data has been the case in the last 5 years since they were previously only stored in physical copy.

National / local policies and strategies and / or economic data for the sector or institutional area: all of these are stored in a simple Excel file, Word, scanned documents and handwritten as appropriate. All records or complaints are made in writing directly or by protocol and the answers are sent in writing. Responsibilities and mandate of the institutions; Responsible are all directorates of MEI (including affiliated institutions such as AKBN and any institution interested in this process). Human resource capacity and constraints; there is no person for public relations, therefore this function is currently performed by another employee who has other duties as well. Infrastructure development; Currently, the concession register for hydropower plants is digitized.

Information systems and flows; the information system should be easy to use for persons who will import and add the data there and monitoring, reporting and tracking of these complaints should be very precise and detailed, the flow will be relative depending on the requests / complaints new annual updates that will be added and existing ones to be monitored in order to look at whether or not the respective request or complaint has been answered and the time in which the answer was given.

The overall objective of the ministry is to establish an integrated IT system for administration of administrative issues and processes in the area of accountability of the Ministry of Energy and Industry, in accordance with legal procedures, through the management of issues and processes of approval by automatic means .

Through this Information System MEI requires:

Increase transparency with stakeholders:

1. Create an electronic archive for all documents and applications that it has for Mining Permissions and Related Permissions;
2. To increase the Knoëë-Hoë of the Ministry of Energy and Industry by creating a knowledge base (knoë base base) with resolved issues that serve as a reference for faster solution of analogous cases in the future;
3. To enhance the performance and quality of work of MEI staff;
4. Increase MEI staff collaboration through contemporary file sharing tools, comments, and more.
5. Ensure a more optimal division of work between specialists.
6. Facilitate the investment process in this strategic sector for Albania.
7. Reduce paper usage by reducing the cost of purchasing paper, printer ink, and physical archiving.

The purpose of this Information System is to create a database / register to manage and automate all the services and processes that MEI performs and offers

The results to be achieved by the contractor are the development of the existing electronic register system for concessions in hydro power sources by also realizing the appropriate configurations and integration with other systems to complete the required functionality:

Implement processes for managing typologies of issues

Processes for Managing Relationships and Services to the Public as Determined in the Phase of Microanalysis

• Mining Approval Processes (Mining Directorate);
• Electronic Mining License Register (Mining Directorate);
• Proceedings of Professional Licenses Licenses for Mining Activities;
• Electronic Register of Professional Licenses for Mining Activities;
• Processes for approval of Complex Development Permits in accordance with the Law on Territorial Planning by the Commission set up for this purpose, before passing for final approval to the NCT (National Territorial Council).
• Applications for Authorization by the Minister as an Authorized Approval for Conformity Assessment (Industry Directory & Technical Standards);
• Process for Approval of Certification Certificate for Technical Managers
• Electronic Registry of Third Party Approved Bodies;

• Processes of evaluation, review and handling of complaints and requests of the public and entities

• All processes according to the legal basis presented in point 4.1

Identify user roles in each process:

• Identify user privileges for status status transition depending on the role of the user in that process typology.
• Create special views of complex filtering issues based on selection criteria that qualify for a particular role in the process.
• Create a digital archive where uploaded documents are easily found in the detail view of the case.
• Publish to the portal e-albania the services in order to give interested people the opportunity to apply online.
• Conduct reports and information panels with performance indicators according to conclusions at the microanalysis stage.
• The contractor should integrate email or SMS announcements as per process configurations to enhance user interaction with the system.
• Ensure secure access to the system from anywhere
• System interfaces should be intuitive and simple to use and be in Albanian language.
• The contractor should provide a manual in Albanian language updated according to the implementation to be carried out in the concrete project.
• The contractor must train the staff involved according to a calendar agreed between the parties. The staff to be trained will be divided into groups according to the roles they will have in the system.