AUTUMN 2012
FMI
*
IGF JOURNAL
27
duplication of systems and systems support
infrastructure, etc.
In a nutshell, common systems make com-
mon sense!! In fact, administrative policy is
common right down to the basic legislation.
Of course, one must recognize the need
to customize business practices to suit par-
ticular program needs and to accommodate
the local environment. The key to making
common systems work is to design them
to fit into an understood framework or ar-
chitecture, an architecture that is based on
open system standards. Designs must be
modular down to the basic administrative
function such as accounts payable, leave
administration, requisition preparation,
etc. These automated modules should be
viewed as the nuts and bolts of adminis-
tration. By using standard sizes, we can
fit them into our unique environment and
still build a common tool set that will fit no
matter where the module is in use.
By building modular systems, with
agreed standards, and giving them to de-
partments to own and operate, we could
certainly reduce the variety and inconsist-
ency of today’s automation processes across
government. One common administrative
system may be idealistic, but it is time to
common system. Over time, as standards
and the concept of open systems mature,
this will pose less of a problem. Voluntary
migration to the common system over a
number of years is a realistic approach.
Peter Janega:
The short answer is no. However, if you
ask whether it is realistic or possible to re-
duce the number and variety of adminis-
trative systems in use, then the answer is
a definite yes. The administrative needs of
government departments are quite similar,
particularly when it comes to administer-
ing functional areas such as finance, per-
sonnel, travel, accommodation, materiel,
etc. Regardless of the program a depart-
ment is administering, there is a need for
automation in support of these common
administrative functions. There is con-
siderable opportunity to make the proc-
esses and practices much more consistent
across departments, including the software
programs in use. The benefits are signifi-
cant: reduced training for staff that move
from one department to another; a shorter
learning curve for staff that move; better
data sharing; the ability to do comparison
and sharing of best practices; and, reduced
same overall legislative and policy frame-
work and therefore have the same core
functional requirements. Given this com-
mon core, the government should be able
to operate with one common administra-
tive system.
By ensuring that the common system
is highly flexible (e.g. modular design,
OSI compatible, etc.), department-specific
needs could be met by building the core
system. The nature and extent of depart-
ment-specific requirements would dictate
how they were met. In some cases, outside
modules might be acquired and intercon-
nected to the common system, in others
functionality may be added to the core.
Using a common systemwould also present
opportunities for sharing development and
maintenance cost among departments with
similar requirements. It should be noted
that a number of departments have signifi-
cant investment in their current systems.
The move to a common system would not
take place overnight. As well, there may
be departments with requirements to in-
tegrate with other departmental systems
which are incompatible with the common
system. This, at least in the shorter term,
might preclude them from utilizing the
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