International Workshop e Parliament: Managing Innovation and World e Parliament Conference 2007 Challenges and benefits of ICTs in Parliament

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1 Application of Open Source in the Legislation processes International Workshop e Parliament: Managing Innovation and World e Parliament Conference 2007 Challenges and benefits of ICTs in Parliament Presented by Teddy L. Nyambe teddy@parliament.gov.zm, National Assembly of Zambia, Geneva Switzerland. October 2007.

2 1. Introduction Information and Communication Technologies (ICTs) are necessarily in the everyday running of Parliaments. Many Parliaments have realized this by carrying out reforms in order to mordernise their processes. ICTs are aspects of computing and technology that improve communication and automate processes. Parliaments need to embrace these ICTs to efficiently deliver their mandate of legislation, representation and oversight in an efficient and effective manner. Parliaments and especially those in the third world countries have challenges in implementing ICTs to automate functional departments. Some of the challenges include cost of acquisition, licensing of software and lack of skilled specialists. Furthermore, Parliaments do not consider ICTs as high priority in their budgeting resulting in poor funding of ICTs. In order to address some of the challenges addressed above especially in the area of software and skills development of ICTs in Parliaments, Free and Open Source Software is a methodology that can be deployed to equip Parliaments with communication and collaboration technologies to improve their delivery of services. Free and Open Source Software (FOSS) is software that is sometimes available at no charge and most importantly it is software that gives freedom to view and modify the source code. It is often high quality software that (most importantly) is developed by a community rather than one company. FLOSS provides many opportunities for developing countries and Parliaments are placed at an advantage to benefit from it. High quality software can be acquired and readily applied in most areas of computing requirements of Parliaments such as communication and collaboration. In addition because of the nature of FOSS there is room for skills development. FOSS is highly documented and user communities are available to support skills development. Therefore, a challenge has been presented to ICT staff of Parliaments presented at the World e Parliament Conference 2007 to develop a community of Parliaments using FOSS to provide support and practical experiences of application of FOSS. 2. Common Areas of application of ICTs in Parliaments and Limitations Information and Communication Technologies are used in quite diverse ways in Parliaments. In many ways, however, the applications of computers and the Internet are either not used, or in the stage of introduction. In developing countries, access to ICTs exists in the urban areas with increasing coverage and quality, but in remote areas it is 2

3 either impossible or very expensive to use the full spectrum of ICT services. This again is a challenge to Parliaments that provide services and information through the internet, how will the general constituents especially in rural areas access this vital information. The main use of computers in Parliaments has been in administration preparing reports, letters and on a very low scale information intelligence and analysis in a collaborative environment has until recently been the application of ICT in most Parliaments. Recently, however, many Parliaments are presenting themselves on the internet as an alternative of providing services and information to the constituents. Although many Parliaments are increasingly aware of the potential benefits of using ICTs to attain efficiency levels, extend outreach and better serve their constituencies with appropriate information, the familiar path of implementation is that as Parliaments embark on using ICTs, they usually start out with the familiar proprietary applications which come with the IT equipment, and for which basic user capacities exist. After using these applications for a period of time, organizations tend to run into a new set of problems, among them include the following: - limited financial room for purchasing/renewing licenses for the software and thus resorting to software piracy or not updating their software; - limitations in scalability of applications such as Microsoft s Access database software, when the amount of data records become numerous; 3. Background FLOSS Free and Open Source Software and other movements to support the idea started as early as the early days of computing. The idea of FOSS can be summarised as software which the user can use for any purpose, study the source code of, adapt to their needs, and redistribute modified or unmodified. ʺOpen sourceʺ captures the idea that software should be free as in speech: others should not be able to restrict what you say or how you say it. To a User of the software Open source software is typically (but not always) free of charge. It is often high quality software that (most importantly) is developed by a community rather than one company. For a developer or maker of the software ʺOpen sourceʺ refers to the fact that along with the program you also have access to the computer code that produced it. You can make any changes you want. For corporate organisations such as Parliaments since the software is not produced by one company who keeps the source code secret, institutions like Parliaments are not affected by the business decisions of one company (who may decide to change features, charge more, or stop support for an old version). There is always an option of contracting a skilled third party to support the 3

4 software. The software is also more reliable because users and other businesses contribute fixes and enhancements. Free Software Foundation Website writings of Richard Stallman [Online] Areas of FOSS Application in Parliaments and Capacity Development FLOSS is high quality software and can be comfortably used in Parliaments. A table in APPENDICES I, provides a set of software applications that can be used to improve service delivery in functional areas of Parliaments. This table is a proposal that can be enhanced by other members of the Global Network of IT Experts in Parliament currently using FOSS. This table can be used as a reference for other Parliaments wishing to deploy Open Source applications in their Parliaments. In view of developing capacity in the Network, the table can be extended to include best practices of implementation. This can be a set of documentation material written in very simple ways detailing the installation processes and quick user guides. 5. Some Examples on how Parliament of Zambia is Using FOSS 5.1. Website ( Using Joomla/Mambo Content Manager The website was recently redesigned using Joomla [ Content Management System (CMS) based on open standards. Joomla is a content manager that allows content owners and generators with no technical skills to publish content on the website, instead of depending on IT staff. The CMS has a user friendly administrative interface that can be accessed through website, providing a tool to publish content from anywhere in the world as long one has access to an internet connection. With the inclusion of CMS, it has become easier to publish various types of information ranging from PDF documents, plain text and images on the website, making information available to the public at a click of a button. 4

5 The website provides information to the public that is produced by parliament. Some of the information readily available for access and download include: Daily transcripts of debates in the house, Order Paper Order of business in the house Downloadable Bills and Acts of Parliament as PDF documents Profile of constituency and area Member of Parliament Under development Parliament of Zambia history Events at National Assembly of Zambia Committee Meetings schedules and briefs The initial development process of the website did not involve content owners. This resulted in lack of interest by content owners to take on the responsibility of updating the website consequently having stale content. Therefore a plan is underway to introduce an editorial system that will engage content managers and approval managers for content for the website, streamlining the whole process of generating and publishing information on the website Web based client A mail client allowing staff who travel to access their s from anywhere in the world. The current webmail will be replaced by the OpenXchange web mail client Parliament Radio Shoutcast ( Through the establishment of the Parliament Radio, National Assembly is using radio to broadcast live parliamentary debates to the constituents. This has had numerous advantages in fulfilling the corporate function of providing representation and oversight to the Executive wing of Government. Establishment of the Parliament Radio network has been an expensive task, hence other means have been established on how the radio signal can be rebroadcast in an efficient and cheaper manner. National Assembly introduced Radio streaming using the internet, provided an alternative and cheaper method of re broadcasting live debates in the house. The radio coverage can be accessed internationally through the Parliament website. The streaming was implanted using the Shoutcast server. 5

6 5.4. Intranet OpenXchange National of Zambia introduced a local area network (LAN) with considerations in place to connect the LAN to remote constituency offices through secure connections using the internet. The introduction of the LAN and application software such as and wide world web (www) tools has seen efficient and effective parliamentary staff. The introduction of intranet services has brought about among other advantages: Improved communication and collaboration Sharing of expensive ICT resources such as file storage, printing services, internet etc Improved the research process by increasing sources of information such as the internet In order to achieve these advantages, National Assembly of Zambia has employed various technologies some of which include the following: (PostFix services run on open standards Redhat Linux Instant Messaging Using jabber or google jabber File and Document sharing Using Samba or google samba. National Assembly of Zambia is in the processes of implementing OpenXchange to enhance information collaboration and sharing Electronic Bills Register The Electronic Bills Register is another innovation that National Assembly of Zambia has introduced. The systems allow for the documentation of Bills at each stage and provide ease of access to information such as: Dates of First, Second and Third Reading Committee Stage Committee Responsible Minister or MP Responsible Date of Assent and Publication, etc The system is currently under construction. 6

7 Recommendations In order to enhance usage and skills development of FOSS the Global Network of IT Experts in Parliament should develop a quick start manual of implementing common FOSS tool listed in the FOSS e Parliament ToolBox, in addition the FOSS e Parliament ToolBox must be developed further with other useful applications. The FOSS e Parliament ToolBox together with the manual must be published and given prominent visibility on the Global Network of IT experts in Parliaments. In addition a request is being made to the Global Center of ICT in Parliaments to develop a DVD with all applications suggested and agreed on found in the FOSS e Parliament ToolBox and placed on the website for download. 7

8 APPENDIX I FOSS e Parliament ToolBox. Applications Use Remarks Open Office For Office Productivity Full fledged office productivity tool Linux Operating System (Fedora, Mandriva, Ubuntu etc) PostFix/Sendmail Stable Operating system to run applications Server for collaboration FireFox Web browser OpenXchange Collaboration Suite Roundcube Mail Client Web based client like gmail and yahoo Shoutcast Streaming server For broadcasting Parliament debates Joomla/Mambo/Chisimba Content Management For publishing website Software Amavisd, Spamassasin, ClamAV Spam Fighter and Antivirus for mail Jabber Instant Messaging Thunderbird Client Kannel An SMS Gateway Mysql Database 8

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