THE COMMON DATABASE SECTION (CdB)

Government had a number of disparate systems amongst a number of departments, and a problem existed to maintain the same information that is used in all departments. This resulted in inconsistent and inaccurate data problems. Government therefore decided to embark on an Information Sharing Initiative to be based on the Common Database System. The mission of the Common Database is:

-To produce a repository for commonly used information which is in the Public Domain, to be shared between Government Departments.

-To facilitate the One-Stop Shop Concept in Government Departments.

The Common Database System therefore integrates public domain information that is commonly used amongst Government Departments, and which is available in computerised systems. This information is to be shared by Government Departments and other organisations under established security and control procedures.

Concept

The information contained inside the Common Database concerns persons and their addresses. Procedures were initiated to include also the Organisations Area of Information. Transactions are gathered from the Public Registry and the Electoral Office. These are validated against pre-defined rules so as to ensure data integrity and quality. Those transactions that pass the validation rules update the respective records inside the CdB. The source department verifies transactions that fail the validation process. Government Departments run the Query Module to conduct searches as required. Therefore they can view information that is current, consistent and correct on a daily basis. Mechanism is also provided so that feedback on the integrity and quality of the data is obtained from different users. Action is taken accordingly to rectify the information after investigations are carried out.

Access Procedures

Government Departments that need to access the Common Database have to apply for permission to this Department, 0indicating the reason why the need for access. Following the necessary considerations, permission is usually granted to the department concerned to access the CdB on a need-to-know basis, to assist them in their business process. Strict security procedures are followed, and an audit trail is kept on who is accessing the Common Database.

CdB Owners' Group

This group consists of representatives from the Departments that provide data on a particular area of information in the CdB. The aim of this group, which is chaired by Director of this Department, is to discuss data and policy issues concerning this information sharing initiative. It is a forum to promote co-operation and co-ordination in data policies and issues amongst the departments concerned. Regular meetings have been held throughout the year, where issues and progress was continuously being reviewed.

CdB Users

The number of users accessing the CdB by the end of 2001 stood at 987, spread in 63 different Departments. Furthermore, data is also provided to a number of systems in other Government Departments. Hereunder is a list of Government Departments and the number of users of CdB within each respective Department.

Data Consolidation

Exercises are continuously carried out to consolidate data between different sources. This initiative also entails the gathering of feedback on the data supplied to Government Departments, so that data integrity keeps on improving. Also CdB users communicate any mismatches which they may have when they are conducting queries in the course of executing their business process. Every effort is made to enhance government data which falls under the public domain inside the CdB, through the running of data capture exercises at the source departments.

System Enhancements

Amendments had to be made so that the CdB will improve the security and audit trail of the new Graphical User Interface. An exercise was conducted to replace the Graphical User Interface so that enhanced security and audit trail procedures will be implemented. This enhancement also provides a console so that every time there is a new enhancement in the CdB, this will be installed automatically upon logging into the system. Furthermore, new software was written to carry out data consolidation exercises. Other software was written to carry on with the maintenance required on data, and to provide data to other systems.

Organisations Area of Information

It is planned that the Organisations Area of Information has been implemented in the year 2002. As the VAT Department was identified as a source for this area of information, discussions were held to establish the VAT Department as the Owner for the Organisations Area of Information. This was followed by conducting systems analysis on the VAT and CdB systems, to design the CdB Organisations Area of Information.

One-Stop Shop

It is Government policy to eliminate the requirement of going to the Public Registry for the production of birth, marriage and death certificates in connection with various applications for benefits and services provided by Government to the Maltese public. This is achieved through the effective use of the Common Database in the Departments concerned. This concept has been introduced both in Malta and Gozo at the following Departments: The Public Lending Library; the Examinations Branch; the Passports Office, Department for Social Security (Child's Allowances). Applications processed in these departments no longer require the presentation of the Public Registry's civil status certificates in question, since the information is being obtained on behalf of the various clients from the Common Database. Procedures have already been initiated so that other Departments will implement this concept so as to provide a better and more effective service to the public.

Useful Tool to Government Departments

It is quite evident that the Common Database has proved to be a useful tool to many Government Departments. Its use has been included in many business processes scattered around in many Government Departments, and has been instrumental to reengineer business processes where required. This initiative is also very important to improve the quality and integrity of the data belonging to Government. It is also regarded as the platform to achieve the information sharing policy of the Government of Malta.