Working methods

Planning the new eParticipation service: the definition of a concept

Carrying out process of ePartication service

Implementation of the new Valma eParticipation service

Lessons learnt

Valma preparation forum was developed during the first eCitizen project in the years 2005 – 2007. The development process had several periods: definition of concept, realizing of an application and implementation.

Planning the new eParticipation service: the definition of a concept

The aim was to create the web page that would offer citizens the possibility to participate interactively in fast and flexible way. Transparency, informative and open preparatory process were also goals. Questions to be solved were also how to take into account different user groups and their needs and interests, what will be the page structure etc.

The working method was to have meetings and workshops with many different interest groups. E.g. one interest group meeting with university researchers and civic organizations was arranged. Participants were asked to give their opinions and knowledge in order to define the concept of the eParticipation web pages. Especially they were asked to review the service from citizen’s point of view.

The questionnaire of becoming eParticipation pages, named later the Valma Preparation Forum, was prepared for elected officials in January: collecting background information, planning and preparing (questions etc.). The questionnaire was done by using e-form and the spreadsheet program was used for analysing the answers.

A meeting with sc. administrative working group was also organised. Members were officials from the different sectors of municipal organisation. The Valma co-operation network covers people operating major administrative processes. Also a major goal was to make the Valma as a tool for the administration.

Plan to create common working methods together with eParticipation solutions were planned together with stakeholders.

Planning of more interactive eParticipation Services with consultants were continued at the beginning of the year 2006.

Carrying out process of ePartication service

Consultation was mainly dealing with the technical specification. And based on it, invitation for tenders for the further development of Valma Preparation Forum was prepared and published. Received tenders were wide and detailed and it took time to prepare proposal for decision, for choosing the supplier.

Steering group and project group were formed by the decision of the City Mayor. Project group’s tasks included planning the concept as well as the supporting the supplier in its work.

To assimilate the Valma system into the Tampere City administration, a network of key people was set up by the steering group at the 14th of March 2007. The networks targeted to: "Enhance and ensure start-up and use of the Valma". The Valma co-operation network covers people operating major administrative processes.

Implementation of the new Valma eParticipation service

Valma gives possibilities to the citizens to have a say on chosen issues in good time. A new and important feature for the citizen is the opportunity to look via Internet at the original decision making documents and processes of Tampere concerning the issue at hand.

Three practical training sessions of the system was arranged to 40 people altogether. The formed key people network also had an important effect when it was shaped the mayor's standing rule on cerning the application of the Valma.

The Valma was publicized to ordinary citizens by sending a newsletter the 7th of March 2007 to major local newspapers and other media. Three papers publicized it and a major local radio station broadcasted it in its news. A one day event was organized in front of the City Hall to publicize Valma and other eParticipation systems of Tampere: A big bus called “Netti Nysse” equipped with a dozen of PCs with Internet parked at the main square. By passers were given rapid advice on how to use Valma systems. Over a hundred people attended the bus and many more got information leaflets, balloons and special Valma and Alvari cards with Internet addresses.

Lessons learnt

Working groups and workshops were used as working methods. This was considered as an effective way to proceed and at the same time the future users committed themselves to be the users of the Valma. Information of a new service became easier.