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Estonia's best practice
on the way of
introducing euro in LatviaSession III
Moderator: Dace Kalsone
Euro project manager
LV euro changeover calendar 2013/14Jan 13 Feb 13 Mar 13 Apr 13 May 13 Jun 13 Jul 13 Aug 13 Sep 13 Oct 13 Nov 13 Dec 13 Jan 14 Feb 14 Mar 14 Apr 14 May 14 Jun 14 Jul 14
Legal acts adjustment
Euro introduction law
Guidelines drafting
Adjustment in the rest of legal acts
Submit the important LA of the Cabinet of Ministers
Submit the draft laws to Saeima
Submit the less important LA of the Cabinet of Ministers until Jul 16
Adjustment of binding regulations of local governments
Adjustment of less important regulations
Adjustment of important regulations
Cash and cashless means of payments
Pre-coinage tasks: mint competition, sample coinage
Coinage, logistics of banknotes
Frontloading to the commercial banks
Sub-frontloading to the third persons (merchants)
Starter-kits for inhabitants and companies
Converting of cashless balances
Parallel circulation period
Cash changeover period in Latvijas Pasts
Cash changeover period in comercial banks
Cash changeover period in Latvijas Banka unlimited period
Pricing issues
Price monitoring until Dec 14
Fair euro introducer until Dec 14
Dual display period and price controlling
IT process schedule
Functional specifications
Contracting
Development
Testing
Running
Communication
Professional environment
Overall communication
Euro IT planning
• 382 days to go
• Time to start programming to ensure IT
continuity on 1 January 2014
• According to Latvia's National euro
changeover plan all main state IT systems
(72) will be ready on September 2013
• We are recommending the same for the
private IT sector
IT: two sectors – common issues
State IT systems:
• Ms Vita Narnicka
State Revenue
Service
• Mr Margus Püüa
Ministry of Economic
Affairs and
Communication
Private IT systems:
• Mr Edgars Augstkalns
Mr Andro Aavik
Tieto Latvia,
Tieto Estonia
• Mr Hanno Hussar
Nortal
Adjustments of IT Systems of
the State Revenue Service
Vita Narnicka
Deputy Head of Informatics Department
Main facts
• State information systems - 18
• Support information systems- 30
• Server -194
Adjustment rules
• Minimize amount of changes and budget
• If possible not to expand data base
structure
Data handling before and after
• Period of tax & information declarations is
before 01.01.2013 - lats, after - euro;
• Date of payment orders is before
01.01.2013 - lats, after - euro
• Completed payments The State Treasury
date is before 01.01.2013 - lats, after -
euro
Exceptions
• Data analysis solutions operate with 5 years
period
• Customs Information systems – necessary to
ensure declaration correction possibilities for 3
years
Challenge – data exchange
TAX
data
base
Approach
• Modification concept
• Specification
• Programming and testing
• Data warehouse modification - step-by
step implementation
Schedule
• Start – October 2012
• Programming start – February 2013
• End 03.2014 – (data analysis solutions)
THANK YOU!
16
“Estonian approach to upgrading
public sector information systems
for euro”Latvian- Estonian Future Co-operation Report
Stakeholders’ Conference 14 December 2012
Riga, Latvia
Margus Püüa,
Director of state information systems department,
Ministry of Economic Affairs and Communications,
Estonia
16
17
Agenda
•Method of coordination
•Planning upgrade
•Execution and controlling
•Lesson’s learned
18
Method of coordination
•Legislation - to regulate as little as possible and
as much as necessary
•Awareness of and willingness - Interoperability
Framework
•Money
19
Planning phase
•Every ministry reported the essential needs
•Established expert group
•Expert group named critical systems
•Expert group drafted requirements
•Every Ministry worked out the solution for every
system and figured out common project plan
for upgrade
•For upgrade critical systems was designed call
for additional financing
20
Execution and controlling
•For institution, who use additional money must
supervised by externally
•Every ministry have to report progress every
week
•Every month have to draw up report to
government committee
•Establish IT action team, who have readiness to
react immediately when problem rising
21
Example usage additional money
Project Beneficiary EUR
Switchover to the Euro - analysis and the change of basic components Estonian Tax and Customs Board 482 661
Switchover to the Euro of the Customer Portal State Agency of Medicines 1 856
Switchover to the Euro - Drug database handler State Agency of Medicines 8 873
Switchover to the Euro - Agency information system "SamTrack" State Agency of Medicines 13 690
Switchover to the Euro - compliance of e-services of the requirements of the of the
euroEstonian Tax and Customs Board 267 950
Customization of Social Insurance Board Information system SKAIS Ministry of Social Affairs 414 209
Official Announcements Information System Changeover PlanCenter of Registers and
Information Systems4 295
For the Estonia's euro changeover period creating of the price monitoring software for for
the Consumer Protection BoardMinistry of Economic Affairs and
Communications14 955
The prison doctor and the prison pharmacy information systems changeover planCenter of Registers and
Information Systems26 996
Bailiffs information systems (Kohtutäiturite Infosüteemi) changeover planCenter of Registers and
Information Systems12 655
Trimming of the Land Board informtion system for to the euro The Land Board 19 173
Labour Policy Information systems changeover Ministry of Social Affairs 47 934
Changing the allocation of income components and the document forms Estonian Tax and Customs Board 271 046
Switchover to the Euro of PRIA information systemEstonian Agricultural Registers
and Information Board27 205
Switchover to the Euro in te portfolio on Ministry of Interior IT Centre of the Ministry of Interior 292 449
Switchover to the Euro Ministry of Finance 50 362
Changing of Declaration of 2011 and the introduction of the euro changeover formatsEstonian Tax and
Customs Board361 286
Switchover to the Euro The Health Insurance Fund 47 934
2 365 529
22
Lesson’s learned
•Thinking before jumping (better twice!)
•Find simple solution
•Work out plan B (euro converter to output)
•Draft project plan with aggressive durations
•Assign the sufficient safety time to project as
whole
•Rounding rules
•Avoid to use two currency one time
Enterprise resource
planning systems
Euro migration experience by Tieto
Edgars Augstkalns, Tieto Latvia
Andro Aavik, Tieto Estonia
Tieto Experience
• Year 2011 – Estonia changes currency from EEK to Euro
Microsoft Dynamics
Migration scope:
• Oracle Financials
• Oracle Payroll
Migration scope:
• NAV + LS Retail
• AX
Oracle eBS
Approach of the Migration
Scope • Project scope
• Testing scope
Development• Setup
• Data conversion preperation
• Customization review
• Initial testing (supplier)
Testing• Testing (customer)
• Accept test
Migration • Production environment
• Initial support
Main Tasks
• Period of parallel circulation
• Most popular migration approaches
– Patches by vendor
– Setup of new organization in EUR currency
– Replacement of reporting only (quick&dirty)
• Data conversion
• Testing
• Customization and integration review
Roadmap for large companies
2
8
Jan 2013 – Sep 2013 Oct 2013 Nov 2013 Dec 2013 Jan 2014 Feb 2014
Period of parallel circulation.
3 months prior and 6 months after
the euro changeover date dual display
of price for services and goods must
be ensured
• Invoices
• Portals
• Price lists
• etc.
Setup of new
organization
Data conversion in the new
organization After migration, all
work is proceeded in
new organization, but
old organization is still
available for reporting
and inquiry
Lessons learned
• Launch migration projects early
• Allocate enough time to clean-up data
• Postpone large change requests – you might have to do
them twice
• Plan near Go-Live date pre and post activities in detail
• Communicate changes – it’s never too much
Potential risk
• Reports
– Need to have the same financial reports before
changeover date and after changeover date
– Compare or calculate items in periods with different
functional curencies
Potential risk
• Interfaces with external systems to be
verified and adapted
Potential Risk
• Availability of resources could be an issue
due to high demand (both supplier and
customer side) if project started late
Q&A
What is common between the
concept of Talsinki and stopping
global warming?Euro Changeover
Hanno Hussar
Member of Board
Nortal
650 professionals in 8 countries
Tallinn, Tartu, Narva, Helsinki, Oulu, Turku, Uusikaupunki, Vilnius,
Kaunas, Bucarest, Belgrad, Doha, Muscat, Moscow
Clients in 15 countries
Industry automation
Logistics
Telecom
Financial Services
eGovernment
Public Finance Management
eHealth
EURO changeover main IT projects
Cash handling
Preparing IT systems
Communication
Cash handling from IT point of view
Euro cash issued through three main channels: bank offices,
automated teller machines (ATMs) and retailers. The cash of
national currency removed from circulation through bank
offices and retailers.
Considering the smooth changeover to euro a two-week
period of dual circulation started from the €-day (scheduled for
1 January 2011). Both euro and kroons accepted in shops.
Change, in general, was given in euro. After the period of dual
circulation, the euro became the sole legal tender in Estonia
Preparing IT systems to Euro
Introduction of the euro in electronic money, accounting and
contractual relations took place as a “big bang”
Kroon accounts converted automatically, simultaneously and
fully into euro.
Main IT-systems related with Euro changeover
ERP systems (bookkeeping, HR, stock accounting)
IT systems for serving customers (cashiers, sales systems, POS
terminals, package handling machines)
Communication
Conversion to the euro took place by dividing a value shown in
the Estonian kroon by a ratio to be determined by a Council
regulation. The result obtained rounded to one-cent accuracy
based on three decimal places. If the third decimal is 5 or
higher, the converted value will be rounded up.
Five months before and six months after the €-day retailers
were required to display prices, written manually or in printed
form, at points of sale in both kroons and euros, using for
conversion the exchange rate established by the Council of
the European Union, or in the event of non-availability of the
rate, the official exchange rate of Eesti Pank.
Planning and risk mitigation
Risk analysesIT systems dependencies
Risk of criminal acts
Weather conditions
Reconciliation in case of two currencies and bigger volumes
Procurement of new equipmentAdditional computing power for two currencies
€ coin processing system
€ banknote counters
Negotiations with insurance companies
Logistic planning
Testing, testing, testing!
Very impressive, but also expensive
Costs were substantially
underestimated
Most of the people involved in the
project
Thank you
Estonia's best practice
on the way of
introducing euro in Latvia
LV euro changeover calendar 2013/14Jan 13 Feb 13 Mar 13 Apr 13 May 13 Jun 13 Jul 13 Aug 13 Sep 13 Oct 13 Nov 13 Dec 13 Jan 14 Feb 14 Mar 14 Apr 14 May 14 Jun 14 Jul 14
Legal acts adjustment
Euro introduction law
Guidelines drafting
Adjustment in the rest of legal acts
Submit the important LA of the Cabinet of Ministers
Submit the draft laws to Saeima
Submit the less important LA of the Cabinet of Ministers until Jul 16
Adjustment of binding regulations of local governments
Adjustment of less important regulations
Adjustment of important regulations
Cash and cashless means of payments
Pre-coinage tasks: mint competition, sample coinage
Coinage, logistics of banknotes
Frontloading to the commercial banks
Sub-frontloading to the third persons (merchants)
Starter-kits for inhabitants and companies
Converting of cashless balances
Parallel circulation period
Cash changeover period in Latvijas Pasts
Cash changeover period in comercial banks
Cash changeover period in Latvijas Banka unlimited period
Pricing issues
Price monitoring until Dec 14
Fair euro introducer until Dec 14
Dual display period and price controlling
IT process schedule
Functional specifications
Contracting
Development
Testing
Running
Communication
Professional environment
Overall communication
IT: two sectors – common issues
State IT systems:
• Ms Vita Narnicka
State Revenue
Service
• Mr Margus Püüa
Ministry of Economic
Affairs and
Communication
Private IT systems:
• Mr Edgars Augstkalns
Mr Andro Aavik
Tieto Latvia,
Tieto Estonia
• Mr Hanno Hussar
Nortal
Conclusions:
• Ms Vita Narnicka: manuals will be
available, customers informed in advance.
• Mr Margus Püüa: keep it simple! Frequent
reporting in last semi-year.
• Mr Edgars Augstkalns: IT should be ready
for euro by starting dual display period.
• Mr Hanno Hussar: cashless means
converting – overnight challenge.
Thank you very much!
