An Integrated Package System that Allowed Speedy Replacement
Installation and Improved the Services Provided to Local Residents[3]Kitamoto City, Saitama Prefecture

Effects of Installing the New System

The only objective for the new system was to improve the service we provide to local residents, but by linking the system to all liaison duties and by expanding of tax payment channels, the effects explained below are also apparent.

The system enabling tax-payers to settle their tax bills at convenience stores inaugurated in April 2006 has been highly acclaimed, and the total number of users now stands at more than 30,000 (as of January 2007.) The maximum amount that can be paid through this method is restricted to \300,000, and a high percentage of people are now paying their tax bills at convenience stores, with 15% of tax-payers paying through this method for municipal tax and 30% paying for light motor vehicle tax. People who pay outside of bank opening times are particularly noticeable at 60% of this total, which indicates that more and more local citizens are availing themselves of the system. We have also had nearly 300 people pay in full via post offices with the use of the Pay-easy electronic settlement method in a three month period since it was inaugurated in October 2006, and we expect this rate to increase in the future.

Also, in addition to linking up to the social welfare system in the real-time with the use of the common database, efficiency has also been improved in all daily computer-related tasks within the City Hall owing to it being possible to extract data from all sections.

With regards to strengthening security, we installed a server in a secure data center (IDC) with the use of the Housing Service, and this has provided us with improved security at low cost. These high levels of security are also compounded by the stringent management of people authorized to use personal user data, verification functions and the management of a detailed access log.

Examining overall effects for the entire system, we have succeeded in reducing administrative and operation costs by abolishing full-time operators and by amending work processes, and there are divisions that claim to have reduced overtime work owing to the user-friendly functions, such as the application acceptance system and the common referencing function.

It has been forecast that information-related costs will be reduced by a remarkable 30% in comparison with the previous system over the course of the next five years. Also, improving work efficiency through the use of IT has enabled us to assign more workers to dealing directly with local residents, which is helping to improve the quality of the services we provide.

"Interpreter" Between Users and Vendors

Mr. Arai says, "No matter how much time you spend on a project, there is very little prospect for dramatic improvement. It is necessary to make sure that we constantly replace our hardware and software with the latest versions in order to keep up with the times and technological advancement. I believe that the Information Administration Section plays an important role with regard to this in acting as the "interpreter" between the users (public and employees) and the vendors (SE).

Mr. Arai adds that the most important topics for the future are to continue to improving resident services, to reinforce security even more, and to make the system even more efficient, and while doing this to create the optimal system.

Touching on a one-stop service provided by a general liaison function, Mr. Arai also expects this to be realized in the future when a new City New is built.

Kitamoto City is currently attracting attention as a pioneering example, especially for establishing a system in which municipal tax can be paid by Pay-easy, and Mr. Arai says with a grim smile, "People are saying that we are "pioneering," but if we don't follow it up with other stuff, we will end up simply as mavericks. Although there is no problem with the high levels of convenience with Pay-easy, we would like more people to use it."

In addition to their role as interpreters between users and vendors, the people in charge of information administration must also assume the role of preacher with regard to the latest ICT (Information Communication Technology.) The sermons preached will reach the ears of the local residents in the form of services at the very least, and we don't think there will be any problems with people accepting these services in a favorable frame of mind.