Based on Liferay Community Edition technology, SIVECO Portal is a modular platform, which covers the beneficiary’s requirements through dedicated components.
The portal represents an efficient way of two-way communication between citizens, legal entities or institutions, by offering online public services in a secure environment.
Online Service for Citizens
For citizens, the portal provides a secure and easily accessible environment for requesting various public services and relevant information. Through a comprehensive catalog of electronic services, citizens can quickly find what they need and initiate requests or payments online. Each service in the catalog can be associated with an interactive online form, which allows citizens to complete the necessary information and submit the request to the institution. The forms can be adapted to include guides, suggestions and validations, to ensure that the data entered is complete and correct.
The services available online within the portal are accessible both for applications running on mobile devices (iOS and Android), and through an Infokiosk application.
Infokiosk – the component represents an interactive digital device located in or near the city hall, which offers citizens – who do not have access to a mobile device – quick access to information related to public services, working hours, taxes and duties, administrative forms, official announcements and other relevant information.
The infokiosk facilitates interaction with public administration, saving time for citizens and reducing the workload of public institution employees by automating access to information and services.
Urbanism – represents a digital module, integrated with other modules of the citizen portal, which facilitates the management and quick access to information and processes related to urbanism. It allows citizens (natural persons) or legal entities and local authorities to interact efficiently with the institution, by submitting online applications, necessary for building permits, urban planning certificates, consulting regulations and tracking the status of submitted applications, etc.
The module supports institutional transparency, efficiency and accessibility of administrative processes, reducing response time and bureaucracy.
Public Domain – this module is specific for the efficient management of public resources and infrastructure. It allows local authorities and citizens to interact transparently with the institution, regarding the use and administration of the public domain, including the management of land, green spaces, roads, parking lots and other areas of community interest.
Through this module, applications for the occupation of the public domain can be submitted, authorizations and permits issued can be granted and tracked, information on infrastructure planning and maintenance can be viewed, thus contributing to a more efficient and transparent administration of urban resources.
Civil Status – the module within the platform that facilitates the management and access to civil status services offered by the institution. It allows citizens to register appointments and request various formalities for population records online, such as birth registration, marriage registration, issuance of civil status documents, document transcription, as well as other specific services.
The module ensures a faster and more efficient process for obtaining civil status documents, reducing waiting times and simplifying interaction with public administration. It also provides transparency and accessibility to information related to the status of submitted applications.
Transport – module for registering, deregistering and managing citizens’ vehicles. It allows the management of slow-moving vehicles, mopeds, taxis and commercial vehicles along with their technical characteristics. This module provides functionalities for online submission of applications for vehicle registration and authorization, for issuing and managing licenses and authorizations, monitoring transport contracts and payment of fees.
The purpose of the module is to facilitate efficient, transparent management and compliance with local regulations in force.
Social Services – the module facilitates citizens’ access to social assistance services provided by local authorities. It allows online submission of applications for financial aid, social benefits (such as allowances, indemnities or subsidies), monitoring the status of applications and updating personal information. The module also provides information on support programs available for vulnerable people (elderly people, people with disabilities, families in difficulty, etc.). The purpose is to improve access to social assistance resources and facilitate their efficient management.
Hearings – is a configurable module that allows citizens to request and schedule meetings with representatives of the public institution. This module facilitates the management of hearings, offering the possibility to choose the date and time of the appointment from a calendar, to request clarifications, or to present problems, ensuring direct and efficient communication between the administration and citizens.
The module also includes functionalities for tracking the status of requests, reporting, ensuring institutional transparency and better interaction between the administration and the community.
Public Information – the module allows citizens to quickly and easily access data and documents of public interest managed by local authorities. It provides transparency by increasing the accessibility of various official documents of public interest.
Users can submit online requests for public interest information, search, view and download official documents of public interest, thus contributing to a more open and proactive public administration. The module improves access to public information and supports the active participation of citizens in the decision-making process.
Petitions – the module allows citizens to submit and track requests and complaints addressed online to local authorities. Through this module, users can send online petitions regarding various problems, or suggestions related to public services, infrastructure, environment or other aspects of urban life. Citizens can also monitor the progress of responses and the status of resolving submitted petitions. The purpose of the module is to facilitate direct communication between the administration and the community, ensuring transparency and efficiency in the management of public issues.
Agricultural – the Agricultural module is dedicated to managing and supporting agricultural activities within the community. It allows easy administration of requests specific to the Agricultural Register such as: registering and updating data on landowners and their use, managing requests and issuing producer certificates, marketing books, various certificates, as well as other documents relevant to agricultural activity. Through this module, authorities can more efficiently manage the agricultural database, issue certificates or official documents and monitor the evolution of agricultural activities in the locality.
The module contributes to better management of agricultural resources and more efficient administration of agricultural land.
Commercial – the module is dedicated to the management and regulation of economic and commercial activities within a locality. It allows the registration and authorization for the operation of commercial companies based on the requests received, manages information on legal entities carrying out commercial activities within the locality; the module has search and reporting functions. The purpose of this module is to support the local business environment, facilitate access to information and ensure more efficient administration of trade in the locality.
Taxes – the module collects and processes requests from citizens (natural or legal persons) for various registrations in the tax records, applicable at the locality level. Allows consultation and administration of information on land, buildings, means of transport, etc. as well as documents issued to citizens and registered within the tax management system (e.g. tax returns, garnishments, etc.).
Public Relations – the module aims to improve communication between local administration and citizens (individuals and legal entities). It allows the distribution and management of official information, public announcements, local events and information campaigns.
The module facilitates interaction through citizen services available on the portal. The purpose of this module is to ensure transparency, strengthen citizens’ trust in the administration and support effective communication within the community.
Local Police – is a module dedicated to managing the interaction between citizens and local public order authorities. The module allows for online reporting of incidents, reporting violations of the law or local regulations (illegal parking, public order disturbance, etc.), sending requests and requests related to public safety or city infrastructure.
The module may also include access to information about local police activities, local legal regulations, community safety and crime prevention measures. In addition, the module also provides an area for reporting and managing resources, as well as analyzing activity at the institution level.
Registry – the module dedicated to the process by which official documents (requests, requests, notifications, administrative acts) are registered and managed in a systematic way, using a single point of entry of documents into the electronic registry.
The main functionalities and benefits of the Registry:
- Document registration – all official documents that arrive at a public institution are registered in the system, whether they are sent physically or electronically. Each document receives a unique registration number, which facilitates its tracking throughout the management process.
- Document flow management – helps manage documents at different stages: registration, approval, archiving, or transmission to other entities. Flows are digitized and administrative processes are more efficient. It allows for both predefined and ad-hoc flows.
- Electronic archiving – documents are not only managed in real time, they are also archived in a digitized system, so that they are easy to access and retrieve in the future. This ensures compliance with legal regulations and saves time and resources.
- Accessibility – Having documents stored in a digitized system, public authorities and employees can access information quickly and efficiently, without depending on physical archives.
- Security and Protection – Provides a high level of security by password protecting documents and data and encrypting them, preventing unauthorized access.
- Audit and Traceability – Every action performed on a document (e.g. approval, signature, submission) is recorded, so there is complete traceability of the process, ensuring transparency and compliance with legal regulations.
Human Resources – is a module dedicated to managing personnel within the local administration. It allows the management and updating of employee data, monitoring of recruitment processes, performance evaluation and professional training. The module includes functionalities for managing leave requests, time sheets, positions, employment documents and other administrative acts.
The module also allows communication between the human resources department and employees, facilitating the latter’s access to relevant information regarding rights, obligations and benefits. The purpose of this module is to streamline the human resources management process and improve personnel management within public institutions.
Procurement – module dedicated to managing the Annual Public Procurement Plan (PaaP), reports, funding sources, expenditure chapters, budget items and product categories. The module implements the public procurement processes of local authorities and facilitates the publication of tender notices, submission of offers, their evaluation and award of contracts. It also allows monitoring the status of procurement orders, process transparency and ensuring compliance with applicable legal regulations.
The module also provides access to information on applicable procurement procedures, deadlines, required documentation and contract history. The purpose of this module is to support transparency, efficiency and fairness in the management of public funds, through a simple, traceable and accessible procurement process.
Audit – module for developing and implementing a detailed audit plan, which defines the objectives, areas and activities subject to audit.
The module allows planning audits based on identified risks and established priorities, providing a clear vision of the processes to be monitored.
The module also allows the generation of complete audit reports, which document the results of financial, administrative and compliance assessments, highlighting any non-conformities, risks or process deficiencies identified. The reports are accessible to authorities and the public, ensuring the transparency of the process and tracking the results of the implementation of improvement recommendations.
Investments – the module dedicated to managing public investment projects of local authorities. It allows planning, monitoring and tracking the progress of investment projects.
The module facilitates the management of the budget allocated to each project and reporting on the implementation of investments and expenses. It also allows citizens to access information about the status of investment projects, their completion deadlines and their benefits. The purpose of the module is to ensure transparency, efficiency and success in the implementation of investment projects in the community.
Contracts – the module dedicated to the management and monitoring of contracts and annexes to contracts, concluded by local authorities for the provision of services, works or public procurement. It allows the registration, tracking and administration of contracts from their signing to their completion, ensuring transparency and compliance with legal regulations.
The module facilitates the management of contract types, monitoring deadlines and payments, as well as verifying compliance with the conditions of implementation.
Legal – is a module dedicated to the management and monitoring of legal activities of local authorities. It allows the management of court files, litigation, legal advice, executions, notifications, as well as the management of legal documentation relating to regulations, decisions and contracts issued by public institutions.
The module may include functionalities for tracking legal deadlines, generating activity reports, managing notifications and contestation procedures. It also allows quick access to legal information relevant to the functioning of public administration, thus ensuring compliance with the legislation in force.
Control Body – the module dedicated to the management and monitoring of the activities of the Control Body of local authorities. It allows the tracking of inspections, audits and internal checks carried out by the Control Body to ensure transparency and compliance with regulations within the public administration.
The module allows the development and management of annual control plans, defining the objectives, areas and activities to be checked, allows the preparation of detailed reports on the findings made during the controls, as well as the definition of the corrective measures to be applied.
Local Council – the module facilitates easy and transparent management of the activities of the Local Council of an administrative-territorial unit. It allows the public and authorities access to relevant information about the council’s meetings and activities, as well as the management of official documents:
- Draft decisions and official documents – allows the display and consultation of draft decisions before meetings, providing citizens with access to documents to be submitted for approval. Also, all adopted decisions are published for information.
- Agenda of the Local Council meetings – allows the publication of meeting agendas, including discussion topics, draft decisions and topics proposed for debate. Citizens can view and prepare questions or suggestions related to these topics.
- Debate of local council meetings – provides the possibility of debating the meetings of the Local Council online in audio-video format with screen sharing, with the possibility of voting on the topics on the agenda.
- Filling and administration of Local Council decisions – allows the completion, registration and signing of decisions adopted during the council meetings. The decisions are published on the portal, ensuring access of citizens and other interested parties to official information.
Participatory Budgeting – allows citizens to actively participate in the process of allocating public funds for local projects. Through this module, residents can propose, vote and support initiatives that benefit from financing from the local budget.
Main functionalities include:
- Project Submission – Citizens can initiate projects that address community needs (infrastructure, education, environment, etc.).
- Project Eligibility Assessment – The Project Evaluation Committee determines whether the submitted projects meet the eligibility criteria.
- Project Voting – Residents can vote for the projects they consider most important, useful and feasible for the community.
- Final Scoring and Project Ranking – Following the final voting and evaluation, the projects are ranked in descending order of scores obtained and the winning projects are selected.
- Transparency and Progress Tracking – Provides full transparency regarding the selection, allocation and implementation of voted projects, allowing citizens to monitor their progress.
- Collaboration between administration and community – Encourages dialogue and collaboration between local authorities and citizens, stimulating the active involvement of citizens in community life.
Ticketing – the module intended for managing internal requests and requests from city hall employees. This system facilitates the processes through which staff can report problems or request support for various administrative activities.
The stages implemented within the module are:
- Create and register internal tickets
- Ticket management and prioritization
- Tracking progress
- Reporting
The Internal Management Control System (IMCS) module – is dedicated to managing and monitoring internal control processes within local authorities. It helps ensure efficient, transparent and compliant administration by implementing an integrated internal management control system.
The main functionalities of this module include:
- Development and implementation of internal control procedures – allows the creation and monitoring of internal control procedures and policies for different departments of the city hall, in accordance with applicable legislation and standards.
- Risk assessment – helps identify and assess potential risks that could impact the functioning of the city hall, so that preventive measures can be implemented effectively.
- Performance monitoring and reporting – allows tracking the implementation of internal control plans, audit activities and their results, generating reports for the city hall management.
- Corrective measures – the module allows for the establishment of corrective measures when irregularities are identified, ensuring that internal processes are continuously improved and are in compliance with regulations.
Institutions – Efficient Administration
For public institutions, the Portal can serve as a central platform for the efficient administration and management of online services for citizens. Through a configurable control panel, institution employees can monitor and manage incoming requests, provide feedback and quick responses to citizens.
Transparency and Information
Through the portal, institutions can provide relevant, up-to-date and transparent information about services, events and other activities. Citizens can access this information easily, thus strengthening transparency and trust in the administration.
Customization and Security
The portal can be configured to provide personalized services for each citizen according to their needs. In addition, advanced security measures ensure data confidentiality and protection of personal information.
The portal benefits from the native mechanisms provided by the Liferay product, such as:
- Permission-based authentication and authorization system, integrated with the security rights management system;
- Global configuration of an e-mail server used for alerts when various events occur;
- Consistent look & feel with dynamic possibilities for rearranging user interface elements;
- Collection of native functionalities for collaborative work
- CMS and ECM functionalities;
- Extensible data model and service layer;
- API and SDK for extending and modifying existing functionalities in the platform.
The portal supports the interaction between citizens and the institution through two dedicated sections:
- Internal (back office), accessible to internal users of the institution, with access to the rest of the applications in the system, depending on access rights;
- External (front office), accessible via the internet, for information and for submitting online requests through electronic forms.
By implementing the Online Services Portal, citizens are offered a modern and convenient interaction with the institution, reducing bureaucracy and the time needed to resolve requests, and facilitating access to public services in a transparent, secure and efficient manner.