<Service Name> - <Authority> / <Contractor (<LOT No.>)
Definition of an eService for Development in eGSS
Date: DD/MM/YYYY
Version: 1.0
<Company Name>
<Company Logo>
SDESC Section 1
E-Government
Malta Information Technology Agency
S-DESC for <Project Name>
Table of Contents
1.
SCOPING BRIEF ........................................................................................................................... 5
1.1
INTRODUCTION .......................................................................................................................... 5
1.2
CURRENT BUSINESS PROCESS ................................................................................................... 5
1.2.1
<Form Ref: Form Title> .................................................................................................. 5
1.2.2
Other Stakeholders ........................................................................................................... 5
1.3
OUT OF SCOPE ........................................................................................................................... 5
2.
BUSINESS ANALYSIS .................................................................................................................. 6
2.1
INITIATING THE ESERVICES ....................................................................................................... 6
2.2
PROPOSED BUSINESS FLOW DIAGRAM ...................................................................................... 9
2.3
PROPOSED BUSINESS PROCESS DESCRIPTION .......................................................................... 10
2.3.1
Identification of any Routing based Relationships of the applicant................................ 10
2.4
WORKFLOW PATTERNS ........................................................................................................... 10
2.5
LIST OF ACTORS ...................................................................................................................... 11
2.6
ESERVICE INTERFACES ............................................................................................................ 15
2.7
INFORMATION WITHIN THE FORM (FORM SECTION TEMPLATES) ............................................. 11
2.7.1
List of key Information Records to be collected in order to carry out the service .......... 12
2.8
DOCUMENTS REQUIRED WITH THE FORM AND OTHER INFORMATION SOURCES WITHIN THE
GOVERNMENT ..................................................................................................................................... 13
2.9
CONSENT TO ACCESS INFORMATION FROM THIRD PARTY......................................................... 15
2.10 PAYMENT RELATED PROCESSES .............................................................................................. 15
2.11 SIGNATURES AND OPTIONS FOR UNAUTHENTICATED FILING .................................................. 16
2.11.1
Access to the eService ..................................................................................................... 16
2.11.2
Options for Unauthenticated Filling ............................................................................... 17
2.12 ARCHIVING, DOCUMENT RETENTION ...................................................................................... 17
2.13 FORMS REQUIRED FOR THIS ESERVICE ..................................................................................... 18
2.14 SHARED SERVICES................................................................................................................... 19
APPENDIX 1 - EXAMPLE HIGH-LEVEL INTERACTIONS OF THE ESERVICE BEING
PROPOSED WITH THE LINE OF BUSINESS APPLICATION................................................... 20
APPENDIX 2 – EXAMPLES OF BUSINESS FLOW DIAGRAMS................................................ 21
ESERVICE BUSINESS PROCESS FLOW FOR SELF-MANAGED ESERVICE .................................................. 21
ESERVICE BUSINESS PROCESS FLOW FOR AGENT-ENABLED ESERVICE ............................................... 22
THE APPLICATION STAGES ................................................................................................................... 23
SDESC Section 1
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S-DESC for <Project Name>
Document Control Information
01.
Document reference
PE11009-TPL-SDESC_ScopingandAnalysis-v3.0
02.
Document type
Service Description Document
03.
Security classification
Unclassified
04.
Synopsis
This document includes the first 2 sections of the SDESC document and is used to scope
and define electronic services based on the consumption of eGovernment shared services.
Such shared services include the electronic forms and billing engine, which can be shared
across electronic services. This section documents the analysis stage of the process.
The document is completed gradually through the lifecycle of the development of the
eServices, as more is known about the eService.
This version of the S-DESC is intended for developers of eGovernment services on eForms
where the eServices for a Government entity are analysed together.
05.
SDESC Template Version Control
Version
Date
Comments
Draft 0.1
First Draft of document
Version 1.0
Initial version for release
Version 2.0
Updated release
06.
Document Review History
Reviewer
07.
Position
Department
Terminology
In this section define the technical and business terms used in the requirements document.
Term
Definition
MITA
Malta Information Technology Agency
LOB
Line of Business – System
08.
Acknowledgements
SDESC Section 1
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S-DESC for <Project Name>
09.
References
10.
SDESC Sign off
Supplier
Entity
Organistion Name
Name & Surname
Signature / Date
SDESC Section 1
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S-DESC for <Project Name>
1. Scoping Brief
1.1
Introduction
Example: This licensing scheme covers activities that range from processing and
manufacturing activities, wholesale and retail trade activities and various other professional
and business services activities. The activities can also be on a ‘personal’ basis (as different
from activity carried out from a premises) as is the case of hawkers and door-to-door sellers.
The activities are listed in the First Schedule of Legal Notice 1 of 2006
1.2
1.2.1
Current Business Process
<Form Ref: Form Title>
<Include a step by step textual description of the current business process. The description
should include all automated and manual processes and interfaces / dependencies with other
systems. Include any previous attempts to provide this service including information regarding
the aspects that met or failed expectations>
1.2.2
Other Stakeholders
This section can be used to include other 3rd Parties that may contribute information or act as
competent authorities in the eService process being described. If applicable fill the table
below or enter NA.
Authority
Department
Contact Person
Dependency / Responsibility
e.g. Health
e.g. Food and
Safety
<Add contact
name and
surname>
e.g. Site inspection to verify that
establishment is suitable to handle
perishables
1.3
Out of Scope
<Describe aspects of the business process / underlying legislation that have been discussed
and positively identified as out of the development scope for this service. Also include any
information relating to options considered before being deemed out of scope for this phase of
development. If not applicable enter NA.>
SDESC Section 1
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2. Business Analysis
2.1
Initiating the eServices
Choose one or more of the applicable contexts below, where the applicant or others on
his/her behalf start the eService and different persons register their work on the form.
If different contexts apply to the different eServices included in the SDESC, enter the unique
form identifier.
A. Scenarios for direct submission
A1. The standard Flow; The form is exchanged between applicant and Competent
Authority. The Authority maintains its information in a manual system. Applicant refers also to
e-ID representatives of organizations.
Form Reference:<Form Reference/s>
A2. The Line of Business Interaction; The exchange of the form is similar to the standard
flow between applicant and Competent Authority. However we must get information or place
information in the Line of Business system
Form Reference:<Form Reference/s>
A3. Members of the public who need to exchange the form; The form process includes
exchange of information with third party members of the public.
Form Reference:<Form Reference/s>
SDESC Section 1
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A4. A variant to the flow number 3 where the information needs to be updated in a Line
of Business system
Form Reference:<Form Reference/s>
A5. When a form is submitted by a Public Officer over the counter at a
Business/Citizen Care Unit
Form Reference:<Form Reference/s>
SDESC Section 1
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B. Scenarios for Agent-enabled eServices
B1. When the eService is carried out through Partial Intermediation
Form Reference:<Form Reference/s>
B2. When the eService is carried out through Full Intermediation
Form Reference:<Form Reference/s>
B3. When the eService involves Organised, Authorised agents regulated by the
Competent Authority
Form Reference:<Form Reference/s>
SDESC Section 1
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S-DESC for <Project Name>
2.2 Proposed Business Flow Diagram (One per unique process)
Specify service/s that it applies to. Please refer to appendix 2 for examples.,
SDESC Section 1
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S-DESC for <Project Name>
2.3
Proposed Business Process Description
Form Reference/s:
Business Process Name:
Proposed Business Process Description
<Provide a step by step description of the proposed business process including all the subprocesses and description of the process actors and their actions within the process
Each business process description should accompany a business process diagram as
provided in the previous section. Do not replicate the diagram. Describe the process and the
purpose of the steps.>
Does the service/s require any specific
accessibility features?
Highlight such needs if any.
If the form/s is/are triggered by the Authority,
give the name/s of the group of individuals
who can trigger the form/s
2.3.1
Form Reference:<Form Reference/s>
Group of Individuals: <Group of Individuals>
Identification of any Routing based Relationships of the applicant
At times the business process of a service requires an action from someone related to the
person who completed the step the previous step or who started off the eService.
If applicable fill the table below or enter NA.
Relationship Name
Example: Approver’s Chief Information Officer
Routing Purpose
Example: Central
information
2.4
Management
of
authorisation
to
access
Workflow Patterns
The example that is available from the MITA library uses a set of common patterns, such as
the pattern for a simple submission, the pattern to escalate an eForm after a number of days
in the workqueue and the payment subprocess . A register of workflow pattern examples is
maintained and published on the EDEV Portal1. Identify and list the most relevant workflow
patterns that may be used in this eService
Workflow Block
Existing Example
Example: Submission form
Standard Submission
example
Example: Parallel approval of the license by
finance and technical
1
Example to be
created
Parallel approval
process
EDEV Portal: https://www.mita.gov.mt/page.aspx?pageid=259
SDESC Section 1
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2.5
List of Actors
An electronic service is brought to the attention to the processing unit or the reviewing officer
by posting work to the work queue that relates to the particular role or responsibility
(sometimes termed Government function).
Form
Reference
Group
Main Contact
Contact Details
(Name and Surname)
(Email Address)
Example: Payment
Verification
2.6
Information within the Form (Form Section Templates)
At a high-level, what are the main items of information that are gathered while carrying out the
eService?
An Information Record is a collection of attributes (fields) that define an aspect of the service.
Frequently the same Information Record is used in services across all Government. In
eForms these common Information Records are converted into a Form Section Template
and stored in a gallery on the MITA website.
Please note that MITA has provided and maintains a gallery with form template/s which are to
be used for all eform development to ensure a consistent look and feel. Any custom templates
are to be based on said MITA templates.
SDESC Section 1
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S-DESC for <Project Name>
2.6.1
List of key Information Records to be collected in order to carry out the service
For example to evaluate an application to operate a trade, the key information elements may be: Applicant Personal details, License Operator Details, Site
Information and Business Case for the application.
Please list all the information records in use and mark in which service/s said information record is used. The purpose of this exercise is to identify
commonalities.
Form Reference:
001
002
003
004
005
006
007
008
009
010
011
012
013
014
015
016
017
018
Information Records
Information Records
SDESC Section 1
Identified from Gallery
To be Created
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No Template
019
020
S-DESC for <Project Name>
2.7
Documents required with the form and Other Information Sources within the Government
It is required to determine all the links to other information sources. Refer to the manual form and the current process flow and list every attachment or piece of
documentary evidence that is required for the service to be carried out, and for each one investigate and determine the following:
1. Does the documentary evidence (or the information that is required from it) already exist in Government?
2. Does it exist in electronic form?
3. How can this document or its contents be provided directly to this service?
4. What restrictions are there to the use of this information?
If applicable fill the table below or enter NA.
Form
Reference(s)
SDESC Section 1
Document name
Information Source
Is it in electronic form?
Details on the item
How will this
document be
provided
directly to the
service
e.g. Trade License (a similar
example is the copy of a driving
license)
e.g. Commerce Division
License Management
System
e.g. MS SQL Database,
managed by Commerce Division
e.g. Data is stored
electronically
,published on the
Govt Gazette, but
there are no web
services
There is no
readily available
mechanism.
This shall be
discussed with
owner of the
information
source
e.g. MEPA Full Development
Permit
e.g. MEPA eApps
e.g. direct access to public
information from MEPA site
e.g. applicant must
provide the correct
PA number
E,g, Read-only
page within the
electronic form
e.g. Assessment of a National or
International qualification from
the Malta Qualifications
Recognition Information Centre
e.g. MQRIC
e.g. Paper based forms
e.g. The original
statement is given to
the applicant.
MQRIC maintain an
There is no
readily available
mechanism. To
discuss with
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e.g. Copy of the certificates
demonstrating the applicants
qualification(s) / course
attendance as indicated in
Applicants Experience page
None
Scanned copy will be uploaded
by applicant
internal register and
a copy of the
statement
MQRIC referring
to the
“Statement
reference
number”. Not
every statement
contains the ID
number.
Digital image
e.g. N/A
IMPORTANT
As per PPS Directives, a citizen or business requesting a service from Government shall not be required to furnish documents that are already
available within Government. Therefore the eGovernment service will look at what options can be adopted to collaborate with other entities or other
information repositories, rather than asking for these documents from the applicant. Eventually, an electronic representation of the remaining items
will be provided by the applicant. This list of attachments is included in another specific document known as the Deployment Sheet. The
Deployment Sheet is a document signed by the business owner with the configuration information about the service. It includes the name of the
attachment, some instructions about it and whether the attachment is mandatory.
SDESC Section 1
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S-DESC for <Project Name>
2.8
eService Interfaces
At this point all interfaces should be listed to define the scope completely and facilitate the
business owner to apply for any accounts necessary for testing / implementation.
Service Interface
Requirement
MyBills2
Example: On completion of the applications, process
payment can be cleared through the MyBills Hosted
Payment Page <OR>
Journal entries will be posted to myBills for bill
generation
MyAlerts
Example: Notify in bulk all authorised agents that a
related licensing scheme has been issued
CDR
Required to populate the personal details section of
the form.
Line of Business (LOB) applications
interface
<Access the Government entity’s LOB system to
retrieve account information>
Other Service Interface/s
2.9
Payment Related Processes
If applicable fill the table below or enter NA.
Form
Reference
Uses preprinted
receipt
numbers 3
Requires a
receipt
reference to
be returned
from the
Line-ofBusiness4
Description
of the fees
payable5
Specify
Payment
Options6
Calculation7
001
002
003
004
005
006
007
008
009
2
Test and Live MyBills account creation request form can be downloaded from
https://www.mita.gov.mt/page.aspx?pageid=261
3
to record receipt number, including validation of last receipt for user
4
to print on receipt
5
Enter the value of the fixed service fee (in euro cents) or the method of calculation
6
Specify all that apply: M - MyBills; I – Internet Banking; C – Cheque; O – Other (please specify)
7
Example: The licence fee is equal to EUR 5 for every 100 m2 over the 80 m2 threshold. The area is
found in field F9
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010
011
012
013
014
015
016
017
018
019
020
Specify any changes to the Reconciliation Report.
Payment reconciliation verifies the amounts on the merchant account bank statement with the
transactions reported by the eService.
Form Reference(s):
2.10 Signatures and Options for Unauthenticated Filing
2.10.1 Access to the eService
Form
Reference
General
Public 8
E-ID users
Registered
users 9
Public
Officers10
Special
Group11
Agents
001
002
003
004
005
006
007
008
009
010
011
012
013
014
8
Unauthenticated access (i.e. no login is required to access the eForm). The system will not
know who submitted the form , the form cannot be placed into the applicant’s mailbox. There
is no pre-filling and the customized attachment screen cannot be used.
9 Registration of “Alternative Login” accounts through the eForms Portal is only permissible to
individuals who do not own an Maltese ID Card.
10 There are forms which are initiated by a public officer.
11
Use the Special Group tag to indicate that the form will not be publicly available to a defined
set of authenticated and authorised accounts. A method must be defined to verify that the
logged-in individual forms part of the group.
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015
016
017
018
019
020
2.10.2 Options for Unauthenticated Filling
List work queues and functions that need public
officer’s digital signature
Form Reference/s: <Enter Reference/s>
Clarify the need for wet ink12
Form Reference/s: <Enter Reference/s>
2.11 Archiving, Document Retention
Indicate any special archiving needs in the table below.
Form
Reference(s)
Document / Form Title
Retention
Period 13
User Access
Name, Surname and Email
Address
12
'Wet ink' refers to the physical original document bearing the hand-written signature of the
signer, who could be the applicant , a referrer or a party involved in the process.
eGovernment services request process owners to simplify procedures and to rely as much as
possible on the virtual or electronic gesture of signing the form.
If however there are registration or transfer processes that require original physical
documents, then authorities must make undertakings only when they are actually holding the
'wet-ink' signed documents, not when they have merely seen electronic images of them. The
process must allow for the document to be collected. Commonly this happens at an initial
interview or at a final meeting between the parties to consolidate the process.
13
The maximum retention period for a document/form to be left on the system is 5 years.
SDESC Section 1
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2.12 Forms required for this eService
This section is repeated per form required for the business process.
Form
Ref.
Form Versions
to be put
online14
Printable
Versions of
the form15
Integration16
Special
Navigation and/or
workflow
variations
Show /
Hide17
Dynamic
Rows18
Final Reply
Template
001
002
003
004
005
006
007
008
009
010
011
012
013
014
015
016
14
Apart from the application and the approval forms, list any other different versions of the form that must be put online (Example: Completed Form)
15
Indicate what printable versions of the forms at different stages of the service are required. A printable version of the form summarises the sections of the form into a shorter PDF(Example:
Completed Form, Final Reply, Other Printable Versions, Specify, No Printing Required)
16
State whether: Form is stand-alone or requires integration with other systems. If the latter please specify with what (Example: Document Management, Client Portal, etc)
17
State whether particular sections and/or fields will be hidden or shown based on the type of user and/or selected option (Example: If the user selects that he is filling a form on behalf of the
organisation he represents, then show the organisation’s page and hide the Person Details page)
18
Dynamically adding rows to the form. The table must start with the mandatory or common number of rows and provide controls to add or remove rows.
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017
018
019
020
2.13 Shared Services
When information in another system is accessed by a shared service, the applicant (data subject) must be given the possibility to allow or deny this transfer of
information. Specify the message for the consent by the applicant and define the conditions on the relying parties. If not applicable enter NA.
Example: Do you consent that information about vehicles that you own, found in the systems of the Licensing directorate are passed to this eService? This
information is necessary to complete the eService.
Form
Reference/s
SDESC Section 1
Consent message in English
Consent message in Maltese
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Appendix 1 - Example High-level Interactions of the eService
being proposed with the Line of Business Application
The interactions should be described as they happen in the flow.
This sample is based on an assisted transfer of public registered asset
Task
Stage 1
Interactions
with Line-ofBusiness
Seller authenticates with e-ID – seller is known
Seller chooses the asset
Owner declares
intention to
transfer to
another party
Seller can see a)charges that are not yet settled, b)can see
the asset restrictions and c)the barriers that stop this
transfer
.Get list of
assets by
Owner ID
.Get charges
by asset
reference
Seller is given link to optionally (good practice) settle the
charges before the transfer; to note that payment does not
happen real-time when systems need to synchronise
.Get List of
restrictions
on the asset
For c, seller is informed that transfer cannot proceed. Seller
is offered contact details of the process to clear these
restrictions(possibly manual)
.Get list of
transfer
restrictions
for asset ID
.CDR
Seller identifies the prospective buyer; seller is asked
consent to provide all the above information to this person
.Verify Buyer
A timer of 10 days is started. If this expires without followup from the buyer, then the submission is set to expire.
This is a final state.
Stage 2
Buyer logs-in to
confirm
Save
submission
The form is routed to this person.
The buyer logs-in and confirms the car reference
Pay the transfer charge
(handshake to print receipt)
Verify
business
rules of the
transfer
Execute the LoB transfer process
Save log of
actions for
this
submission
Transfer
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Appendix 2 – Examples of Business Flow Diagrams
eService Business Process Flow for self-managed eService
eService Definition Document
Template Version: 0.1
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eService Business Process Flow for Agent-enabled eService
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The application stages
The diagram below is effective to describe the stages of the eService.
The stages in the middle are used in the process timeline so that the citizen can follow-up
the status of the application. The use cases at the borders indicate control buttons or
submission options that will be used in the form:

Those on the left are available for the applicant to act on his form.

The use cases on the right are used by the Public Entity who is providing the
service.
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