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Digital Agency Compliance Committee (5th)

Digital Agency will be the control tower for the formation of digital society, which aims to realize the sustainable and sound development of the Japanese economy and the happy lives of the people. The expectations of the people toward Digital Agency are extremely high, and Digital Agency bears an extremely heavy responsibility.

At today's meeting, active discussions and exchanges of views were held on the status of operation of the bidding restrictions, etc., and the status of implementation of compliance training during fiscal 2022.

The results of today's discussions will be fully reflected in the formulation of various norms and rules in Digital Agency.

Overview

  • Date and Time: Wednesday, March 22, 2023 (2023) from 13:00 to 14:30
  • Location: Digital Agency Shared Conference Room

Committee Members

(Japanese syllabary order, honorific titles omitted)

Members

  • Toshiya Natori (Legal Partner, ITN Law Office): Chairman
  • Koichi Endo (Councilor Digital Agency)
  • Toru Kajikawa (Representative Partner and Chairman, Taiyo LLC)
  • Jiro Kokuryo (Professor, Faculty of Policy Studies, Keio University)
  • Akihiko Shiba (Attorney at Shiba and Tanaka Management Law Office)
  • Keiko Fujimori (Representative Director / Certified Public Accountant, ASIMOV ROBOTICS Co., Ltd.)

Materials

Relevant policies

Minutes

Order of business

  • Status of promotion of various initiatives related to compliance
  • Survey on ensuring compliance
  • Digital Agency Information Systems procurement Reform Study Meeting
  • Other

Summary of proceedings

After the Secretariat explained the contents of each agenda, discussions were held. The main opinions are as follows.

Status of promotion of various initiatives related to compliance

  • The purpose of the bidding restriction system is to ensure the fairness of private sector while utilizing the advanced technologies of procurement. It is important that applications for exemption from application are actively made and that they are appropriately operated. I think it is good to take a few projects as a sample, confirm them, and make use of the results.
  • The bidding restriction system has just started, and it is assumed that some private sector companies are excessively defensive. Therefore, it is important to continue to provide careful explanations.
  • I think it is good to conduct compliance training in the form of e-learning because you can take it in spare time. I think that the participation rate of 70% to more than 90% is high for voluntary participation, so I think that he worked hard to make employees aware of it.
  • Because compliance training is so important to Digital Agency, it might be a good idea to consider making it mandatory in the form of a job order.
  • No matter how busy you are, with e-learning, you can do it in small steps in your spare time. If there are employees who do not even enter, there is a possibility that they do not understand the importance of compliance correctly. It is necessary to pay attention not only to the overall participation rate but also to such points.
  • It would be better to evaluate what kind of risks there are based on the social situation at the time, the situation in which the Digital Agency is located, the actual working conditions of employees, etc., and to conduct training with an emphasis on them.
  • Even if it is a matter of course for former public servants, I think it is difficult for people from private sector to understand. Therefore, in terms of risk management, it may be good to conduct training with a certain degree of focus and diversity.
  • In particular, training for new employees from private sector is very important. In addition to systematic training for the entire Agency, I would like to see onboarding training for new employees be conducted properly.

Survey on ensuring compliance

  • I believe that the post-audit this time is an investigation of facts, so regardless of the evaluation by the audit firm, it should be examined separately by the committee.
  • Since the bidding restriction system has just started, at this point, if there is a Issue, I think it is good to overcome it and improve the rules to be more user-friendly and easy-to-understand for employees. In addition, I think it is necessary to eliminate deviant behavior.
  • In order to realize really good compliance, it is necessary for the people in charge to interact with each other on a daily basis, understand what kind of actions they are going to take, and then follow the rules together. It is very difficult because many people are involved in ordering a large system, but we have to do our best anyway.

Digital Agency Information Systems procurement Reform Study Meeting

  • The current situation is that government officials are replaced in two to three years, but with regard to the systems currently in operation, it is necessary to place in procurement decent digital human resources who are in charge of understanding all the failures and their causes, and who can make use of them in the next public office, who can write specifications based on such understanding, and who can point out such matters to vendors, and I think it is necessary to develop such human resources.
  • It is time for us to thoroughly discuss human resource development and the human resources system, including how to develop professionals.
  • We recognize that the issue of the human resources system and the capability of the ordering party will be a key Issue in the medium and long term.
  • The advanced human resources who can development IT and the human resources who can understand the benefits of IT utilization can be separate. Since Digital Agency can promote people from private sector, I think the key is to promote the advanced human resources and development human resources from outside, to have the proper person become a human resource who can utilize IT with business knowledge, and to share information well internally and fuse them.
  • The content of the procurement Reform Study Group is a little different from the viewpoint of compliance, but it is a discussion from a big perspective on what Digital Agency should be, so the Committee would like to continue to monitor it.

Other
(The Secretariat will introduce the content of reference materials)

End