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First Issue Study Meeting in Designated Cities for Standard Specifications

Overview

  • Date and time: November 8, 2022 (Tue) from 11:00 to 12:00

  • Location: Online Meeting

  • Agenda:

  1. Opening
  2. Greetings from the Chairman
  3. Agenda Regarding the examination system and procedure (draft) for Issue in designated cities of standard specifications
  4. Question and
  5. Adjournment

Materials

Relevant policies

Summary of proceedings

Date

Tuesday, November 8, 2022, from 11:00 a.m. to 12:20 p.m.

Location

Online Meetings

Attendees

  • A designated city
  • Secretariat: Local Business System Infrastructure Team, Digital social common function Group, Digital Agency

Summary of proceedings

Agenda

System and Procedure for Examination of Issue in Designated Cities for Standard Specifications (Draft)
Digital Agency explained the review system, review procedure, etc., of Issue in designated cities for standard specifications in accordance with the material "Review System and Procedure (Draft) of Issue in Designated Cities for Standard Specifications." The review system shall be advanced through working-level Spec Check T, regular meetings by high-level Minister for Digital Transformation and mayors of designated cities, and the Designated Cities, Operators, and Digital Agency Roundtable. The review procedure shall be based on the opinions from designated cities out of the results of national opinion inquiries conducted by the ministries and agencies responsible for each system when preparing the standard specifications announced at the end of August. In Digital Agency, a proposal shall be prepared by categorizing the opinions from the viewpoint of the lack of specifications and the current situation, and the results of the review shall be confirmed in designated cities for compilation as a revised draft of the standard specifications. The results of the review shall be summarized into two drafts based on, for example, the population size and the number of processed cases. After coordinating with the ministries and agencies responsible for each system and vendors, the work to reflect each business in the standard specifications shall be advanced by the end of FY 2022.

Question and

Member: In Study Group are all 20 operations subject to standardization?

Secretariat: All 20 services are covered. However, if the Cabinet Office and Ministries with jurisdiction over the system intend to examine the provisions concerning designated cities at the Standardization Review Meeting for each service, it may be efficient to consider exclusively at the said Review Meeting in consultation with the Cabinet Office and Ministries, and not to cover them at this Review Meeting.

Member: In Are there any decisions to be made at today's meeting? In addition, is it correct to understand that future policies will be decided at today's meeting and that there will be no further comments or inquiries at a later date? Is it possible to contact Digital Agency about the content by email or the like?

Secretariat: The draft of the review system and procedure is as shown in the explanatory material. We would like to discuss and review it here, and if you do not mind, we would like to proceed with the content as it is. In the future, we intend to coordinate the periodic reporting of the progress of the work, etc., including at the high level. We will not make another comment on the future policy, but we would like to review the review system, etc., as necessary.

Member: In At present, we are participating in the standardization review meeting of one project as a member, but we have received opinions that the function of the designated city requirement is insufficient. Since there is a certain pressure to speak as a designated city in the existing review meeting, is it possible for multiple employees of the designated city to participate in the review meeting? In addition, is it correct to understand that the Issue common to the designated city related to the 20 projects will be examined at a high level in this review meeting?

Secretariat: This is a proposal that Digital Agency will establish a framework separate from the Standardization Review Meeting for each service by each Ministry. We would like to conduct an intensive inspection of standard specifications as a forum to organize the functions required in designated cities and the best practices that are prerequisites for promoting BPR in designated cities. After that, we would like to present the revision proposal of standard specifications agreed by each designated city to the relevant Ministries and Agencies. In addition, we will discuss how to coordinate at a high level in the future, but first, we would like to proceed with the work of inspecting the standard specifications of each service in an administrative manner, using the results of the national opinion inquiry already issued in each service as a starting point.

Member: In We believe that it will be important to exchange opinions with vendors in the future. How will cooperative business operators be selected?

Secretariat: cooperation business operators to confirm and adjust whether they can operate the functions necessary for a standard compliance system for a designated city. We believe that they will select and designate a implementation with that in mind.

Member: In The main Review Board will consider 20 services. However, the Standardization Review Board of each Cabinet Office and Ministry will also consider the functional requirements, etc. of designated cities, including their operation, so that they will not become W Standards. If the Standardization Review Board of each Cabinet Office and Ministry alone considers the functional requirements, etc. of designated cities, is there any guarantee that the requirements for designated cities will be implementation? We are worried that the requirements for designated cities will not be implementation even if they are considered.

Secretariat: , which is a designated city in Issue, is to be examined by the Standardization Review Board of each Cabinet Office and Ministry, Digital Agency should appropriately provide information on the examination system and procedures of this Review Board to the relevant Cabinet Office and Ministry so that there is no inconsistency in the perspective of the examination. Since the functional requirements and form requirements of the standard specifications will be determined by each Cabinet Office and Ministry in charge of each system, the review will be conducted in a manner that is consistent as a whole.

Member: In Today, only the information department is participating, and we have not informed the business department. In addition to responding to the transition schedule survey on standardization by Ministry of Internal Affairs and Communications and Digital Agency, if the work of this study group on the requirements for designated cities comes in, the field will be overloaded with work, and there is a concern about the backlash from the department. What are your thoughts on the coordination of that?

Secretariat: Regarding today's review meeting, we plan to publish the materials and the outline of the proceedings on the Digital Agency website, and we would like you to use them when explaining to the business divisions and conducting the review. We would like you to propose other more efficient methods after confirming the review system and how to proceed with the work, but regarding Review Procedures (1) and (2), both are work on the Digital Agency side, and we would like to start working on them immediately. In addition, regarding Review Procedure (3), we believe that the content will not be reviewed from the standard specification on a zero basis, but will be confirmed based on the opinions submitted by other designated cities, mainly the opinions already submitted by your city at the time of the national opinion inquiry.

Member: In I think that the inquiry of opinions may overlap with the inquiry of opinions at the Standardization Review Meeting of each business for the revision of standard specifications at the end of this fiscal year, but I would like you to avoid duplication as much as possible. In addition, is it correct to understand that the results of the review by this Review Meeting will be shared in periodic reports? It is difficult to report collectively at the end of the fiscal year in the midst of efforts to promote Fit & Gap with each vendor.

Secretariat: Review Procedure (3), Digital Agency will ask the people of the designated cities to confirm the categorized draft based on the results of the national opinion inquiry from each ministry and agency responsible for the system in the preparation of the standard specifications announced at the end of August, which is the latest. It is not a new opinion inquiry from Digital Agency. The Digital Agency categorized draft is scheduled to be presented by the end of November. It will be in the form of the said draft, but the designated cities will be shared the status of the review and will be intensively reviewed.

Member: In review system, what is the frequency of regular meetings by the mayor and who will be the participants of the round table? In addition, what level of employees are expected to participate in the specification inspection team? Will the 20 cities be considered as a team? Do you expect future meetings to be convened or held online?

Secretariat: Regular Meeting, we would like to hold it efficiently, and we would like to hear the opinions of the Association of Mayors of Designated Cities. I believe that the specific level of participants in the Round Table will depend on the agenda. For example, it is necessary to coordinate at a high level, including the mayor, to confirm that we will aim for standard compliance system transition by the end of fiscal 2025 and proceed steadily, but it is possible to advance discussions on individual functional requirements, etc. through working-level officials. We will consider this in the future and contact you again. When holding a meeting of this Study Group, we basically assume that it will be held online.

Member: In designated cities will respond to Examination Procedures (iii) to (v). In what form will Digital Agency make inquiries to designated cities in (iii)? Are opinions exchanged with the contact point of each designated city at the time of inquiry, and is it assumed that the contact point will collect opinions within the organization? In addition, how will the consistency of each business with the current Standardization Review Meeting be achieved?

Secretariat: As described in (I) and (ii) of the Review Procedures for Digital Agency, Digital Agency will prepare a categorization plan based on the results of the national opinion inquiry from each ministry and agency responsible for the system in the preparation of the standard specifications announced at the end of August. The plan will be inspected in the designated city and feedback will be provided to standard compliance system. The results of the feedback will be shared between all designated cities and each ministry and agency responsible for the system. If the agreement of all 20 designated cities is required, it is expected that it will be practically difficult to implementation to. Therefore, for example, it is assumed that the plan will be organized into two groups based on the population size and the number of processed cases. In addition, it is assumed that the holding and communication of this review meeting will be through the Association of Mayors of Designated Cities as today, but if it is more efficient to guide directly to the original division, we would like to consider it. If the Review Meeting for Standardization of each business will proceed with the review related to designated cities, we would like to work closely with the relevant ministries and agencies to organize the perspective and proceed without inconsistency as a whole.

Member: In Examination Procedure 4, I think that we will make a technical confirmation with the business operator whether the content of the standard specifications can be implementation in the package system. I would like you to confirm the timing of the implementation in the package system. Vendors say that the system response for designated cities will be postponed. I would like Digital Agency to exercise strong leadership in order to achieve standardization by the end of fiscal 2025.

Secretariat: vendors and exchange opinions on the timing of implementation and package provision at round tables and the like.

Member: In Can you provide us with today's materials?

Secretariat: Designated Cities.

Member: In Examination Procedure (3), the timing of sharing materials such as Excel from Digital Agency will depend on the progress of Examination Procedures (1) and (2), but is it assumed that they will be shared at different timings for each operation?

Secretariat: That's right. We will present the materials one by one from the completed materials. We would like to ask the information system division of each city to bear the burden, but we would like to ask you to consider the matter efficiently.

Adjournment

Digital Agency explained that the timing of the Study Group will be announced separately.

End