Page 105 - Reference framework for integrated management of an SSC - A U4SSC deliverable on city platforms

Since the administrative concept of procedure can vary in different areas of the world, we should
develop some basic definitions to understand the importance of developing a tool to manage
the catalogue of procedures of a city and the importance of developing it before the electronic
headquarters and the electronic management of city records.

Procedure: Specification of the administrative activity to manage the competencies that, according
to the corresponding regulations, each administration has attributed.

• Specific Procedures: Procedures whose competence corresponds to a department.
Assumptions: Granting of a tax benefit, a building licence, the authorization of a ford, etc.

• Horizontal Procedures: Procedures whose competence could correspond to all departments.
Assumptions: Resources, subsidies, complaints, requests from other administrations,
management of the expenditure budget, etc.

File: It is the concretion of a procedure before a real case. From the moment of its initiation, each
file must necessarily be associated with a procedure of the Catalogue.

Procedures in the Electronic Office: In the Electronic Office will appear as “Procedures” those
procedures that the citizen can initiate by submitting an application.

Electronic Registration: Registration of entry of the city where all the applications submitted
through the Electronic Office are recorded. Citizens have the possibility of initiating a procedure via
telematics from the procedure itself that is shown at the headquarters in the “Procedures” section.

Form for the initiation of a Procedure: Form for the telematic request of a procedure from the
Electronic Office. If the procedure can also be initiated in person, the accepted application form
and the telematic initiation form must be consistent.

List of documents required for the initiation of a procedure: Structured list of the documents
that will be required at the beginning of a procedure. This relationship will be the one that is
automatically shown in the Electronic Office when the citizen is going to make a telematic request
for a procedure. And it will also be the one that will be consulted by the check-in officials at the
time when personalized attention is implemented.

Cases of a procedure: Different cases of the same procedure, which do not have the entity to be
a different procedure, but which can determine differences in terms of the documentation to be
presented or the initiation form.

We go on to describe the high-level components of a procedure catalogue solution, as well as
the most representative communication interfaces, all from a functional point of view. Figure 32
illustrates the components of the architecture described in the following sections:

Reference framework for integrated management of an SSC | June 2023 91