Presentation of Open Data Layers to Helsinki City’s Case Management Solution (AHJO) by Jouni Seppälä from Tieto Corporation at OKFestival 2012 okfestival.org in Helsinki, Finland.

1. Company confidential
Open Data Layers
to Helsinki City’s
Case Management
Solution (AHJO)
© 2012 Tieto Corporation
Jouni Seppälä
Business Development Manager
Tieto, Public
jouni.seppala@tieto.com

2. Company confidential
Material
• http://www.hri.fi/fi/ajankohtaista
/helsingin-paatosasiakirjojen-
avaaminen-kehittajille/
2 © 2012 Tieto Corporation 2012-09-17

3. Company confidential
City of Helsinki – some facts
• Population 588 549 (2010/2011)
• The city produces full range of basic services related to
helthcare, social welfare and education and is responsible
for the construction of municipal utilities and maintenance of
City infrastructure
• Helsinki Group concists of 30 departments, 6 public utilities
and 129 subsidiaries as well as foundations and affiliate
companies.
• Number of employees is nearly 40 000 who are working in 4
000 locations throughout the city.
• Helsinki is a bilingual city.
3 © 2012 Tieto Corporation 2012-09-17

4. Company confidential
About decision making in Helsinki
• The highest decision making authority is the City Council
• Part of decision making is transferred to the City Board,
Mayor, deputy mayors, committees and boards and office
holders.
• During 2010 there were 550 council body meetings with
9000 decision-related issues. 13 000 decisions were made
by office holders and about 100 000 documents were stored
into centralised repository
• Issues (cases) are mainly public, but in small extent also
non public (based on law) In practice all decisions since
5.7.2011 are prepared and processed with help of Ahjo.
4 © 2012 Tieto Corporation 2012-09-17

5. AHJO subsystems
Company confidential
DOCUMENT
CASE PROCESSING
PRODUCTION
RECORDS
MANAGEMENT
MEETING
PROCEDURE
DOCUMENT MANAGEMENT
COUNCIL
MEETINGS
Ahjo is a complex system comprising several
information systems
7 © 2012 Tieto Corporation

6. Company confidential
Open Ahjo solution
Target:
•enable third-party access to approved documents (agendas,
minutes, attachments) generated in the decision-making
process
Principles
•Phased progress (first phase going on)
•Simple solution - first zip files
•Learning and experience collection
Status
•First XML schemas and structures created
• Standards?
• Feedback is needed
•Technical environments not fully up and running
8 © 2012 Tieto Corporation 2012-09-14

7. Company confidential
Document processing in Ahjo
XML-formats
Structured documents are created in own
solution
html-formats
pdf-formats
9 © 2012 Tieto Corporation 2012-09-14

8. Company confidential
The Document Production Application
© 2012 Tieto Corporation
City of Helsinki Economic and Planning Centre 15.2.2012 10

9. Open Ahjo solution generates
Company confidential
documents to third-party use
• Packed ZIP-files on public server contain following
documents and formats
• Agendas and minutes of the meetings
• Xml-format
• Pdf-format
• Html-format
• Individual proposals on agendas/minutes
• Pdf-format
• Html-format
• Attachements
• Pdf-format
• ZIP-file is e.g. format: Liv 2012-07-06 LILK 7 El.zip (office,
decision date, decision maker,meeting number, document
type)
11 © 2012 Tieto Corporation 2012-09-14

10. Company confidential
Open Ahjo solution
Ahjo Helsinki 3rd Party
Read zip-file
Transfer zip-file 3rd Party
Applications
Create zip-file
12 © 2012 Tieto Corporation 2012-09-14

11. Esitysten- ja päätösten kuvailutietoja xml-rakenteessa
• <Pikapaatos PikapaatosId="String">String</Pikapaatos>
• <KuvailutiedotOpenDocument> • <Seuraavakokouspvm>String</Seuraavakokouspvm>
• <Otsikko>text</Otsikko> • <Kokouspaiva>1967-08-13</Kokouspaiva>
• <Dnro> • <PaatosTaso>String</PaatosTaso>
<DnroLyhyt>String</DnroLyhyt> • <Kvsto>String</Kvsto>
• <DnroTmuoto>String</DnroTmuoto> • <KvstoKokouspaiva>String</KvstoKokouspaiva>
<DnroJuoksevaNumero>String</DnroJuoksevaNumero> • <VHPoytakirjanosa>String</VHPoytakirjanosa>
<PoytakirjahyvaksyttyTarkastettu>String</PoytakirjahyvaksyttyTarkastettu>
• <DnroVuosi>String</DnroVuosi> • <Arkistointipaiva>String</Arkistointipaiva>
• </Dnro> • <Suljettupaiva>String</Suljettupaiva>
• <Viite>1967-08-13</Viite> • <Maaraaika>String</Maaraaika>
• • <Poistopaiva>String</Poistopaiva>
<Tehtavaluokka>String</Tehtavaluokka> • <Laadittupaiva>String</Laadittupaiva>
• <AsiakirjallinenTieto>String</AsiakirjallinenTieto> • <Kumottupaiva>String</Kumottupaiva>
• <AsiakirjaTyyppi>String</AsiakirjaTyyppi> • <VoimassaoloaikaAlkaa>String</VoimassaoloaikaAlkaa>
• <JulkisuusLuokka <VoimassaoloaikaPaattyy>String</VoimassaoloaikaPaattyy>
<JulkisuusLuokkaId="String">String</JulkisuusLuokka> • <Julkaisupaiva>String</Julkaisupaiva>
• • <Internetiin>1967-08-13</Internetiin>
<Kieli KieliId="String">String</Kieli> • <JulkaisuPoistoaika>String</JulkaisuPoistoaika>
• <Paattaja PaattajaId="String">String</Paattaja> <SailytysajanLaskentaperuste>String</SailytysajanLaskentaperuste>
• <Toimiala ToimialaId="String">String</Toimiala> <SailytysajanPaattymisajankohta>String</SailytysajanPaattymisajankohta >
• <Virasto VirastoId="String">String</Virasto> • <SailytysajanPituus>String</SailytysajanPituus>
• <SailytysajanPeruste>String</SailytysajanPeruste>
• <Osasto OsastoId="String">String</Osasto> • <Vuosi>String</Vuosi>
• <Esittelija EsittelijaId="String">String</Esittelija> • <JarjestysNumero>String</JarjestysNumero>
• <Valmistelija ValmistelijaId="String">String</Valmistelija> • <OttoharkintaaKaytetty>String</OttoharkintaaKaytetty>
• <Viranhaltija ViranhaltijaId="String">String</Viranhaltija> • <Astu>String</Astu>
<AsiakirjanTyyppiTunniste>String</AsiakirjanTyyppiTunniste>
• <Asiantila>String</Asiantila> • <AHJOTunnus1>String</AHJOTunnus1>
• <Asiakirjantila>String</Asiakirjantila> • <AHJOTunnus2>String</AHJOTunnus2>
• <Henkilotietoja>text</Henkilotietoja> • <Astujulkaisu2vrakenne>String</Astujulkaisu2vrakenne>
• <Lisatieto>String</Lisatieto> <Astujulkaisu2vpoistopaiva>String</Astujulkaisu2vpoistopaiva>
• <Kayttotarkoitus>String</Kayttotarkoitus>
• <EsityslistanAsianumero>text</EsityslistanAsianumero> • <MIMETyyppi>String</MIMETyyppi>
• <X-kordinaatti>text</X-kordinaatti> •</KuvailutiedotOpenDocument>
• <Y-kordinaatti>text</Y-kordinaatti>
• <Tietojarjestelmarekisteri>String</Tietojarjestelmarekisteri>
• <Asiasanat>String</Asiasanat>
• <Asiasanat>String</Asiasanat>
• <Asiasanat>String</Asiasanat>
• <Asiasanat>String</Asiasanat>
• <Asiasanat>String</Asiasanat>
• <KokousTunniste>String</KokousTunniste>
• <Pykala>String</Pykala>
• <Paatospaiva>String</Paatospaiva>
•

12. Company confidential
Minutes/agendas description information in xml-
structure
<DescriptionInformationOpenDocument> <NextMeetingDate>String</NextMeetingDate>
<Header>text</Header> <Dnro> <MeetingDate>1967-08-13</MeetingDate>
<DnroShort>String</DnroShort> <DecisionLevel>String</DecisionLevel> <Kvsto>String</Kvsto>
<DnroTformat>String</DnroTformat> <KvstoMeetingDate>String</KvstoMeetingDate>
<DnroRunningNumber>String</DnroRunningNumber> <VHMinutes_of_the_meetingnosa>String</VHMinutes_of_the_m
<DnroYear>String</DnroYear> </Dnro> eetingnosa>
<Reference>1967-08-13</Reference> <Minutes_of_the_meeting_ApprovedChecked>String</Minutes_
<TaskClass>String</TaskClass> of_the_meeting_ApprovedChecked>
<DocumentaryData>String</DocumentaryData> <ArchivingDate>String</ArchivingDate>
<DocumentType>String</DocumentType> <ClosingDate>String</ClosingDate>
<PublicityClass <DueDate>String</DueDate>
<PublicityClassId="String">String</PublicityClass> <ExpirationDate>String</ExpirationDate>
<Languagy LanguaguId="String">String</Language> <PreparationDate>String</PreparationDate>
<Decision-maker Decision- <AbolishedDate>String</AbolishedDate>
makerId="String">String</Decision-maker> <Business <Period_of_validityAlkaa>String</Period_of_validityAlkaa>
BusinessId="String">String</Business> <Office <Period_of_validity_ends>String</Period_of_validity_ends>
OfficeId="String">String</Office> <Department <PublishingDate>String</PublishingDate> <To_Internet>1967-
DepartmentId="String">String</Department> <Presenter 08-13</To_Internet>
PresenterId="String">String</Presenter> <Preparer <PublishingRemovalDate>String</PublishingRemovalDate>
PreparerId="String">String</Preparer> <OfficeHolder <CountingPrinciple_of_curingPeriod>String</CountingPrinciple_
OfficeHolderId="String">String</OfficeHolder> of_curingPeriod>
<Status_of_the_case>String</Status_of_the_case> <EndDate_of_curingPeriod>String</EndDate_of_curingPeriod>
<Status_of_the_document>String</Status_of_the_docum <Lenght_of__the_curingPeriod>String</Lenght_of__the_curingP
ent> <Personal_data>text</Personal_data> eriod>
<Additional_data>String</Additional_data> <Principle_of__the_curingPeriod>String</Principle_of__the_curi
<ArticleNumber_of_the_agenda>text</ArticleNumber_of_ ngPeriod> <Year>String</Year>
the_agenda> <X-coordinates>text</X-coordinates> <Y- <SerialNumber>String</SerialNumber>
coordinates>text</Y-coordinates> <DiscretionUsed>String</DiscretionUsed> <Astu>String</Astu>
<Data_system_index>String</Data_system_index> <DocumentTypeIdentifier>String</DocumentTypeIdentifier>
<Index_termt>String</Index_termt> <AHJOIdentifier1>String</AHJOIdentifier1>
<MeetingTunniste>String</MeetingTunniste> <AHJOIdentifier2>String</AHJOIdentifier2>
<Article>String</Article> <PublicationStucture>String</PublicationStucture>
<Decision_Date>String</Decision_Date> <Astujulkaisu2vExpirationDate>String</Astujulkaisu2vExpiration
Date> <Purpose_of_the_use>String</Purpose_of_the_use>
14 © 2012 Tieto Corporation <MIMEType>String</MIMEType>
2012-09-14
•

13. Company confidential
What can you do?
• Sky is limit?
• For example
• Website that lets citizens search, visualize and comment on meeting
minutes of interest, such as city planning, children’s day care, public
health and energy.
15 © 2012 Tieto Corporation 2012-09-17

14. Company confidential
Next steps
• Testing of open Ahjo solution
• Feedback
• Open Ahjo as a part of bigger desicion making
process/solution
• Development of material (contents, shemas etc)
• Instructions to developers
• Open more material
• Programming interfaces
16 © 2012 Tieto Corporation 2012-09-17

15. Company confidential
© 2012 Tieto Corporation
Jouni Seppälä
Business Development Manager
Tieto, Public
jouni.seppala@tieto.com