"kivotos" immigration management database system
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DIGITIZING IMMIGRATION
Bits and Bytes of Stories UntoldGEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
‘EUROPEAN LAW STUDENTS’ ASSOCIATION’ WINTER SCHOOL - THESSALONIKI 2015Migration Law and Refugee Issues
Monday, 07 Dec. 2015
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
FACTS_
PROBLEMS_
SOLUTIONS_
(understand)
(focus on)
(come up with)
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
STATUS OF IMMIGRANTS IN GREECEFACTS
550.000 documented immigrants live in Greece
today
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
STATUS OF IMMIGRANTS IN GREECEFACTS
550.000 documented immigrants
ALBANIA (380.000)
GEORGIA (18.000)
INDIA(14.000)
UKRAINE(19.000)
PAKISTAN (17.000)RUSSIA (15.000)
EGYPT (12.000)
SERBIA-MONTENEGRO (20.000)
MOLDOVA (9.000)
BANGLADESH (6.000)SYRIA (6.000)
PHILIPPINES (10.000)
CHINA (4.300)USA (2.300)
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
STATUS OF IMMIGRANTS IN GREECEFACTS
550.000 documented immigrants
MEN: 290.000
WOMEN: 260.000
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
STATUS OF IMMIGRANTS IN GREECEFACTS
550.000 documented immigrants
EMPLOYMENT: 70.000FAMILY REUNION: 238.000
STUDENTS: 2.000
OTHER: 240.000- indefinite/long-term residents (over 50%))- special certificate of legal residence: 15.000- humanitarian reasons: 19.000- exceptional reasons: 6.000- permanent residents: 9.000
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
STATUS OF IMMIGRANTS IN GREECEFACTS
ALBANIA (380.000)
image source: http://www.worldembassyinformation.com
work: 12%family members: 43%other: 45%(mainly indefinite/long-term
residents)
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
STATUS OF IMMIGRANTS IN GREECEFACTS
former SOVIET REPUBLICS (60.000)
image source: http://www.lib.utexas.edu
work: 12%family members: 47%other: 41%(mainly indifinite/long-term
residents)
Ukraine, Russia, Georgia
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
STATUS OF IMMIGRANTS IN GREECEFACTS
PAKISTAN(17.000)
image source: http://www.worldembassyinformation.com
work: 15%family members: 15%other: 70%(mainly indefinite/long-term
residents)
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
STATUS OF IMMIGRANTS IN GREECEFACTS
INDIA (14.000)
image source: http://www.worldembassyinformation.com
work: 8%family members:
37%other: 55%(mainly indefinite/long-term
residents)
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
ADMINISTRATIONMINISTRY OF INTERIOR AND ADMINISTRATIVE RECONSTRUCTION (1)
DECENTRALIZED ADMINISTRATION REGIONS (7)ATTICA | THESSALY-CENTRAL GREECE | MACEDONIA-THRACE
EPIRUS-WESTERN MACEDONIA | PELOPONNESE | AEGEAN | CRETE
REGIONAL DEPARTMENTS OF RESIDENCE PERMITS (50)i.e. RESIDENCE PERMITS DEPARTMENT OF IMATHIA
i.e. RESIDENCE PERMITS DEPARTMENT OF THESSALONIKIi.e. RESIDENCE PERMITS DEPARTMENT OF HERAKLION
i.e. RESIDENCE PERMITS DEPARTMENT OF RHODES(about 1.000 appointed civil servants)
FACTS
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
LEGALITIESLaw No. 4251/2014 – “Immigration and Social Integration Code” (June 2014)
Ministerial Decisions(Twenty three (23) issued already, regulating various specific topics)
FACTS
Circular Directives & Internal Documents & Official Memos(Forty three (43) issued already, interpreting & analyzing various specific topics)
Hundreds (more than 500) of legal pages and directives, in just 17 months since June 2014
EU legislationPRESIDENTIAL DECREES
includes authorizing provisions
AND
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
PROBLEMHOUSTON, WE’VE
GOT A...
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold PROBLEMS
LEGISLATIVE COMPLEXITY
LEGAL FRAGMENTATION
A (not so happy) Greek immigration
officer
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold PROBLEMS
LET’S RECAP...
Hundreds of pages of legal texts
101 types of
residence permits
Current fiscal
policies in Greece
My status as an employee
and an individual
550.000 documented immigrants
Immigrants’ pressing
needs
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold PROBLEMS
WE ALREADY HAVE AN EXCELLENT AND ROBUST SYSTEM FOR ISSUING AND
RENEWING RESIDENCE PERMITSIt is centrally controlled by the Directorate of
Immigration and it’s official
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold PROBLEMS
WHAT WE DON’T HAVE THOUGHIS A SOLID AND RELIABLE WAY OF
MONITORING, DOCUMENTING, CORRELATING AND ARCHIVING
ALL LEGALITIES
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold PROBLEMS
SO, WHAT’S THE BIG DEAL?
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold PROBLEMS
Productivity drop & efficiency loss
Work insecurity & stressFor Immigration employees: No motives for excellence
Managerial cost (paper, toners, etc)Need to keep physical archiveErrors
For Immigrants: Confidence drop
Insecurity & stressLong queues & waiting time Bad mood
Bad mood
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold PROBLEMS
IN OTHER WORDS:• Staff finds it difficult to track, catalog and follow the numerous changes in the legislation.• Staff finds it difficult to understand, interpret and implement the legislation.• New staff is very hard (and time consuming) to get trained adequately.• Staff in the same agency may not follow the same procedures.• Staff and applicants, mainly, get easily strained and exhausted.• Administration product (e.g. issue of a residence permit) is delayed and of low-quality.
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold PROBLEMS
WE NEED TO DO SOMETHING. WE NEED A TOOL...
• To facilitate staff’s work.• To speed-up administration’s response to citizens’ applications.• To enhance and optimize administrative outcome and product (more solid decisions).• To reduce managerial costs (archival space, ink toners, photocopy paper)
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
SOLUTIONSsome (really) viable
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold SOLUTIONS
(1) www.metanastefsi.net
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold SOLUTIONS
(2) A Graphical Conceptual Model (Roadmap)
for Documented Immigration
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold SOLUTIONS
(3) “Kivotos” Information System
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold SOLUTIONS
(3) “Kivotos” Information System
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold SOLUTIONS
(3) “Kivotos” Information System
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold SOLUTIONS
(3) “Kivotos” Information System
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold SOLUTIONS
(3) “Kivotos” Information System
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold SOLUTIONS
(3) “Kivotos” Information System
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
FACTS_
some (really) tangible (again)
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
KIVOTOS’ MOST INNOVATIVE FEATURES-Automation in correlating relevant, yet diverse and mainly dispersed legislation through an Entity/Relationship (ER) computational model.
-Decision Support System (DSS).
-Agency’s workflow modeling (One-Stop Shop modeling).
-Automated Report generation.
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
KIVOTOS’ IMPACT ON PUBLIC ADMINISTRATION1) By June 2014 up to today, over 60 legal texts and directives have been issued by the Ministry of Interior summing up to approximately over 500 pages for EACH civil servant to print, study and archive. Since then, no photocopy has been produced in our Department, for that reason.
2) By December 2014 up to today, our agency has served more than 3.000 immigrants with only 3 civil servants available at post. Every immigrant was served the day of visit with total time of service reduced from 30min. to about 10min. The workflow was managed by “Kivotos” . At the same time we managed to keep expenses regarding running costs (photocopies, printing, long-distance phone calls, mails and emails, etc) at extreme minima.3) Since the implementation of "Kivotos" in everyday practice, staff reports being “more self-confident”, “coming to work with a better mood”, “feeling safer”.
4) By using “Kivotos”, our agency managed to dramatically alter its day to day functional strategy by a) reducing running costs and expenses, b) creating a comprehensive and integrated public image of itself in the eyes of applicants, c) minimizing applicants’ waiting time in the office, d) optimizing, in qualitative terms, residence permit acquisition from the stage of applying for it until the stage of having it attached on one’s passport. 5) At the end of the day, civil servants report being “more motivated” to offer their services since their hard work’s results are now tangible and measurable while third-country nationals feel confident that they receive fast and professional, error-free, private-sector like services with minimal delays and maximum benefits.
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
BY USING KIVOTOS SYSTEM IN OUR EVERYDAY PRACTICE:•Administration shares one, unique and homogenous outside image to its citizens-customers.•Administration shares one, unique and homogenous inside image between its officers.•Administration saves time.•Administration saves money.•Administration saves and reuses valuable resources.•Administration enjoys a boost in productivity and efficiency.•Civil servants finally get the theoretical support they needed during judgment formation.•Third-country nationals receive first-class services.
GEORGE K. MATSARIDIS, M.SC. | HEAD OF RESIDENCE PERMITS DPT. | PREFECTURE OF IMATHIA
ELSA WINTER SCHOOL THESSALONIKI 2015Digitizing Immigration: Bits and Bytes of Stories Untold
Thank you!
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