Strategic Objective 13. Developing "Solution Oriented" Service with Qualified Employees Strategic Objective 17. Improving Our Corporate Structure and Working Methods with Continuous Development
Istanbul Metropolitan Municipality conducted and implemented detailed human resources planning by years in order to supply human resources which can perceive alteration in the outer world where alteration and transformation is experienced rapidly and which will contribute to ensure that Istanbul reaches its deserved position in the race among cities to the utmost.
In this sense, significant steps have been taken toward the objective of creating a structure which is in much more interaction with prominent national and international universities where scientific knowledge is processed intensively, establishing dynamic communication channels with its shareholders; in short, internalizing all requirements of new management understanding.
Personnel Procedures
In 2013, 91 persons were employed according to their KPSS (Public Personnel Selection Exam) scores by OSYM (Student Selection and Placement Centre) and were inaugurated as of 10/09/2013.
An exam for change of title was made in our Municipality on the basis of “Regulation on Promotion and Change of Title for Local Administrations’ Personnel” in 2013. The exam was made by Anadolu University and 6 people were assigned to 11 vacant positions as promotion and 17 personnel became
entitled to change their titles to 32 vacant positions.
Personnel performance evaluations are made twice in a year within the scope of Competency Based Performance Evaluation Directive which is used for evaluating civil servant and contracted personnel. According to civil servant personnel evaluations for civil servants in 2013, 612 personnel was awarded with performance bonus in the first half of the year while 848 personnel was entitled to have this bones in the second half.
A total of 1,475 students benefited from the opportunity of apprenticeship in Istanbul Metropolitan Municipality in 2013 consisting of 776 university students and 699 high school students.
On-Duty Trainings
Various on-duty training activities are conducted for the personnel working at various positions in different departments of our Municipality for the purposes of contributing to their adaptation to work and personal development, enhancing their efficiency, increasing their adaptation capability for new technologies and developments, enhancing their knowledge of legislation on personnel rights, providing the opportunity for them to know main duty areas in the municipality better, teaching team working techniques, increasing their self-confidence and working motivation and also for preparing them for higher positions.
While a total of 2.680 hour on duty training activities were held in this regard during 2013, 11,165 personnel benefited from such activities.
On-duty Trainings, 2013
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Table 37
482 1319 304 1365 138 852 232 1.147 318 1.088
Professional Expertise Training
for Personnel - - 1.498 4.586 315 1.643 919 5.225 263 1.284
Personal Development
Training for Personnel - - 176 616 174 1.168 414 2.497 -
-Training for Municipal
Remote Training 45 1.200 36 679
TOTAL 1.062 1.797 1.978 6.567 1.327 13.487 2.922 11.037 2.680 11.165
Resource. Department of Human Resources and Education, 2013
*1 person, participated training subject is written again.
**Municipal Police Training was purchased as Package Program (Unlike other trainings, 18 subjects were not handled separately participated personnel were not counted 18 times but one time.)
“Professional Qualification of the Employees and Implementation of Suitable Employment Policies” Project Professional Qualification of the Employees and Implementation of Suitable Employment Policies Project was supported by Istanbul Development Agency with referenced number STKA/2012/BIL/309 and project grant agreement dated 14.01.2013 was signed. The general objective and special objectiveof the project which wasopened with
the participation of senior managers on 14 March 2013 are given below;
General Objective: To increase the efficiency of public services provided by public institutions and organizations in Istanbul, to spread the usage of information and technology based implementations in human resources management policy in public by creating cooperation
networks that will facilitate the transfer of information and technology which will support the creation of optimal human resources management policy.
Special Objective: to benefit from cooperation networks, performance and personality inventory tests while forming the Istanbul Metropolitan Municipality Human Resources and Management Policy.
To create IMM model by using the tests created by information and technology based applications in 8 main service and 1 general management are of Istanbul Metropolitan Municipality. To increase the efficiency of public services provided to Istanbul by integrating the project applications to IMM human resources management strategy. To increase the administrative capacity in creation of internal optimal human resources management policy.
“Professional Qualification of the Employees and Implementation of Suitable Employment Policies” Project Closing Meeting-1, 2013
“Professional Qualification of the Employees and Implementation of Suitable Employment Policies” Project Closing Meeting-2, 2013
INFORMATION SYSTEMS MANAGEMENT
Strategic Objective 11. Ensuring Rapid Access to Accurate Information on our Service Areas
Operations and Development Activities
All hardware equipment constituting information and technological infrastructure of the Municipality is reviewed under 6 main titles including movie camera, video, camera, computer hardware, earthquake and ground inspection tools, communication devices, office materials and other technological devices.
Information Systems Security
Security systems used in the Municipality include firewalls, Intrusion Prevention System (IDS), virus protection programs (desktop, gateway, etc.), spyware protection programs (anti spyware), junk mail (anti-spam) applications.
Training Activities on Information Systems
System and network support, PC and printer maintenance works as well as in-house programs for all departments of the Municipality are developed under Istanbul Metropolitan Municipality. In this scope, basic computer training activities are held with the purpose of ensuring that departments utilized and learned in-house programs as well as office programs for personnel’s communication correspondence and reporting in the most efficient way. In this respect, two trainings were provided to 20 people for two hours. Within the scope of orientation training, two trainings were provided to 30 people Central Back-Up System
Central Back-Up System which performs back-up for main systems automatically works uninterruptedly. Retrospective data can be transferred back to the system at various moments thanks to the back-up program used.
Management and Communication Activities
Wide Area Network (WAN) and Local Area Network (LAN) Network system renders uninterrupted service. Softwares of active devices were updated and network arrangements were performed in line with the requirements of systems and departments. 3 Fibre-Optic Line provides communication between Merter and Saraçhane premises with the speed of Gigabit/s. Furthermore, AKOM premise is connected to Saraçhane and Merter premises with fibre-optic lines. All these lines were also backed up over Turk Telekom ATM circuits. All external departments around Saraçhane premise are connected to the centre via fibre-optic lines with the speed of
Gigabit/s. Other external departments are connected to the Central Router Devices existing in Merter and Saraçhane via Turk Telekom G.SHDSL and DXX circuits with various speed rates.
Intranet and In-house Portal
Online applications for Istanbul Metropolitan Municipality have the characteristics of in-house portal. This applications include daily newspaper articles regarding the Municipality, in-house program downloading site, personnel information system (salary, payroll, personnel affairs, leave, promotion, record notes, service document, declaration of property, personnel check-in & check-out hours, catering deductions, treatment payments, etc.), in-house phonebook, material requesting and supplying
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CAMERA POINTS AND NUMBER OF CAMERA (PCS)
transactions, PC Printer, general system failure requesting and tracking application and similar applications. Department managers can monitor their own personnel’s information and check-in&out hours on the portal. All civil servants can update specified areas of their personnel information via Civil Servant Information Form. It is possible to receive detailed reports about personnel of Istanbul Metropolitan Municipality under the main section of MIS on the portal.
Data Warehouse
Istanbul Metropolitan Municipality projects for establishing data warehouse systems where data composed in all operational systems and external resources of its departments is collected in a single structure, all authorized persons are able to have access to information in a rapid and easy way. A data warehouse covering sub-processes of transferring data into a common data repository, performing and presenting works for transforming data into available information to users in the procedure of transforming data into meaningful information was established and it still operates under stable working conditions.
Fibre-Optic Communication System and Infrastructure Works
Istanbul Metropolitan Municipality reviews requests from operators, licensed by Information and Communication Technologies Authority for rendering infrastructure operator services, for establishing communication infrastructure and use the existing infrastructure on task and responsibility areas of IMM. Criteria of preventing unnecessary and duplicated excavations; utilizing urban infrastructure efficiently and effectively; preventing of loss of labour, time and financial resources considered while reviewing such requests, and establishment of common telecommunication infrastructures is ensured through payments made by operators for landing fees specified in IMM Electronic Communication Landing Right Price List. Infrastructure usage model was developed for operators to use established common telecommunication infrastructures.
Fibre-Optic Communication System and Infrastructure Works
Length of Current Fibre-Optic Cables: 320 km
Number of Locations on Fibre Network-Current: 80 pcs Number of Units on Fibre Network-Current: 130 pcs Length of Communication Infrastructure-Current: 1548,5 km Total Length of Recently Strung out Fibre-Optic Cables: 70 km Number of Locations Recently Included in Fibre-Optic Network: 5 pcs Number of Units Recently Included in Fibre-Optic Network: 10 Length of Communication Infrastructure-New: 6 km
Fibre-Optic Investment Cost : 300.000 TL
For audio, video and security systems (CCTV, fire alarm, card pass etc.) for all departments under our Municipality; works of installation, preparation of their technical specifications, procurement, maintenance and quality control for devices are performed.
Table 38
Resource. Information Services Directorate ,2013
UNINTERUPTABLE POWER SYSTEMS (UPS) Protection is ensured for devices and systems which are supplied by electric power, of vital importance, required to function uninterruptedly in all departments under Istanbul Metropolitan Municipality. For such purpose, power resources equipped with cutting edge technology are supplier if required and kept functional vial maintenance/control, repair and installation activities. There are 443 power stations in 32 locations.
Radio Systems
Istanbul Metropolitan Municipality Wide Area Coverage Radio System (GAKTS) was established by ASELSAN. It consists of 16 muster stations, 1 transfer station 18 sites including Bayrampaşa as a centre.
With the radio wide area coverage project
-Radio System Towers: constructed according to 25 sqm wind area, 160 km wind speed.
-Radio System Rooms: Building with 1+5 rooms and resistant to earthquake were constructed in order to allow other units use them as well.
-Security of Radio system was provided by Radio System Security Cameras.
.
-Scada System: all alarms of the sites are tracked from the centre.
- Radio System Power Installation: Uninterrupted power is provided with UPS and generators.
- IPICS (Radio Integration System): Radio communication is provided with landlines, mobile phones, laptops etc.
Switchboard and Phone Systems (IP, Satellite)
“IMM IP Phone System” was established and put into effect at the beginning of 2007 after preferring TCP/IP route on which new technologies advances. System has advantages given below:
Data lines existing between departments become available for voice communication, service can be rendered for remote points thanks to the advantages of extendable hierarchy, reserved structure, suitability for disaster situations and resource combination,
It enables value added services such as integrated messaging, existing data cabling can be used and there is no need for new cabling network; by this means, communication savings, rapid installation and cost effectiveness, infrastructure efficiency and user productivity are achieved.
City Information System Studies
City Information System is an information system produced with the purpose of providing the services rendered/to be rendered for the city correctly, quickly and economically and coordinately to all units.
Benefits of City Information System:
• Double studies which cause loss of time, labour and money are prevented,
• System always has updated data,
• There is no loss in the data share between the units,
• Since data are accessed from main server, all data are not found in PC, thus no capacity problem is seen in discs,
• Bureaucracy is decreased, no time loss,
• Since the data are presented in a single centre, there will be no problem for format and standard.
City Information System Applications:
• Planning applications
• Infrastructure and transportation applications
• Environment protection applications
• Permission and audit applications
Studies performed for GIS Database and Database Management:
• Version of interface/program/software used in “IMM Central
Geographical Database” management within the scope of City Information System studies war renewed with an updated and newer version and more effective and comprehensive usage was provided.
• The data which has the old interface/program/software and which has lost its currency and manageability and located in different servers were transferred to “IMM Central Geographical Database”
within the scope of City Information System with a specific methodology and method.
• Structural features of the data whose hardware feature and interface/program/software version was updated and transferred to
“IMM Central Geographical Database” were observed. In this respect, column structures, variables and sub-species of the visual/verbal tables were organized by considering a specific standard and with the purpose of making the data base more authorizations in directorate were made data possession document was prepared and security of “IMM Central Geographical Database” was provided.
• A replica of the data base was created with the purpose of providing the performance and security of “IMM Central Geographical Database” structure. Data entry and arrangement will be seen from original data base; service and applications will be mad on replica data base and mutual changes will be seen in both data bases within 24 hours.
Studies related with Map Services and Management of Map Services
• Map services were created for users who do not have direct access to database yet who need to use CBS data. Price tariff for the sale of these services to users outside of IMM was approved by IBB Assembly.
• Solutions were produced by using online presentation methods that provide quick share of the data with the purpose of meeting the needs of internal/external users.
• Production and management of map services from central servers which aim to provide solutions for the analyzing and displaying the data by desktop/web/mobile CBS based applications used by internal/external users were made.
Geographic Information System (GIS) Application
GIS application is an application with completely web-based functioning ability and developed under our municipality as an open source code application. It was prepared with the
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ISTANBUL METROPOLITAN MUNICIPALITY I 2013 ANNUAL REPORT
objective of enabling the municipality units to share data between each other and with other public institutions, producing data and performing location-based analyses. This application which can communicate with web services and functions very rapidly allows end-users to have access to aerial photos, housing plans, existing maps, property information, numbering information and 3D data.
The application ensures data access and production for the user with a special authorization. It is also possible to make simple plotting works easily via this application. The application used intensively is being developed in web2 platform in line with the requirements of the units. Studies for integration with other public institutions are made.
Studies performed in 2013;
• Land Registry Online Inquiry" module was developed in GIS application by using the land registry inquiry web services which became accessible by IBB within the scope of protocol concluded with Land Registry Cadastre General Directorate.
Sport Inventory Application
GIS Application-2, 2013
Inquiry authorization is defined with the applications received from IMM units in writing and the queries performed by each user are recorded as per our protocol. Inquiry number made by personnel of each directorate are sent to unit managers monthly.
• 1/1000 and 1/5000 plan and amendments were published by GIS application by Planning Directorate.
• WMS map services were integrated to GIS application and dynamic data display on GIS was provided.
• As a result of the works performed with Directorate of Property, data of Directorate of Property were added to GIS application and inquiry modules were developed.
• GIS application that is used in the communication network of the municipality was opened to encrypted access on internet.
• Access and location information usage features on tablet computers were added.
A web application which includes facility identity cards and
transportation analysis functions was prepared with the purpose of displaying and inquiring all sports facilities within the city boundaries of Istanbul on a map. By making an inquiry based on townships, detailed information and communication information of the facility can be achieved. It was offered to the usage of citizens in connection with the application directorate's own web page.
Sport Inventory Application, 2013