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Access to databases and security measures during teleworking, Rasa Tumene, SIGMA webinar, 15 December 2020

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Access to databases and security measures during teleworking, Rasa Tumene, Head of Executives’ Selection and Planning Division, Civil Service Department, Lithuania, SIGMA webinar, 15 December 2020

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Access to databases and security measures during teleworking, Rasa Tumene, SIGMA webinar, 15 December 2020

  1. 1. 2 Rue André Pascal 75775 Paris Cedex 16 France mailto:sigmaweb@oecd.org Tel: +33 (0) 1 45 24 82 00 www.sigmaweb.org This document has been produced with the financial assistance of the European Union (EU). It should not be reported as representing the official views of the EU, the OECD or its member countries, or of partners participating in the SIGMA Programme. The opinions expressed and arguments employed are those of the authors. This document, as well as any data and any map included herein, are without prejudice to the status of or sovereignty over any territory, to the delimitation of international frontiers and boundaries and to the name of any territory, city or area. © OECD 2020 – The use of this material, whether digital or print, is governed by the Terms and Conditions to be found on the OECD website page http://www.oecd.org/termsandconditions. ACCESS TO DATABASES AND SECURITY MEASURES DURING TELEWORKING Rasa Tumene Head of Executives’ Selection and Planning Division, Civil Service Department, Lithuania Why: What was the problem, what did not work? Why there was a need for such a solution? Since 2019, the recruitment to the civil service of Lithuania has become fully centralised. Competitions are organised by the Civil Service Department under the Ministry of the Interior of the Republic of Lithuania (CSD). Teleworking has become increasingly common in the face of the COVID-19 pandemic. Before the COVID-19 pandemic, civil servants in CSD were generally entitled to four days of telework per month. When the quarantine and emergency was declared in March 2020, almost all CSD employees started remote working. The problems the CSD has solved with access to databases and security measures during teleworking: • Ensuring the announcement of competitions via the Civil Service Management Information System (VATIS), screening the candidates’ documents and informing the candidates about the date and time of the competitions. • Organising the competition - prepare the protocols and the other documentation needed. • Informing the institution who is selected during the competition (to check winners of the competitions in the registers provided) and adding the CV.
  2. 2. 2 What? Description of a tool/solution Information systems necessary to ensure the implementation of centralised selection during teleworking: • Civil Service Register; • Civil Service Management Information System; • Document Management System; • Register of Diplomas; • Register of Home Affairs Officers; • The Register of suspects, accused and convicted persons; • Internal disk with required information such as centralised competitions schedule, documents templates and etc.; • Outlook. Steps to access databases and security measures during teleworking: 1. The working internet is turned on. 2. Specific software installed for employees working in the Ministry of the Interior. 3. User name and password should be entered on the opening page/interface. 4. An sms message with an authentication code is received on the employee’s phone and should be entered on the opening page of the specific programme. 5. All Information systems listed above could be accessed with personal account name and password. What results: what were the benefits of the solution, how does it work in practice, lessons learnt Benefits of access to databases and security measures during teleworking: • The implementation of competitions and the admission of persons to the position of civil servant is ensured during lockdown due to COVID-19. • The employees of the CSD can perform their functions at home, combine the work with family needs, for example, children’s distance learning or care during the lockdown due to COVID-19. • Possibility to ensure implementation of centralised recruitment in working in teams to limit physical contact during an epidemic. This means that for one week half of the employees work at home, and for the next week they work in CSD premises.

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