The Modernisation of Parliamentary Research Services in Malaysia: A Case Study of EPRS
About the Parliament of Malaysia | Written on January, 2024
Introduction
The modernisation journey of the Parliament of Malaysia, particularly through digitalisation, has been a transformative endeavour aimed at enhancing efficiency, transparency, and accessibility. This essay will delve into the specifics of this journey, focusing on the Electronic Parliamentary Research Services system (EPRS) as a case study. It will examine the rationale behind the adoption of EPRS, its functionality, the challenges encountered, and the lessons learned from its implementation. By exploring these aspects, this essay aims to provide a comprehensive understanding of how digital transformation can redefine parliamentary processes.
Background of Parliamentary Research Services (PRS)
Parliamentary Research Services (PRS) play a crucial role in supporting Members of Parliament (MPs) by providing balanced and non-partisan information. The primary objective of PRS is to equip MPs with reliable and comprehensive data, enabling them to perform their duties effectively. This includes preparing speeches, debate notes, bill analyses, and reports on various topics. Traditionally, these services were offered through physical documentation, which posed significant logistical challenges, including storage and accessibility issues.
The Shift to Digitalisation: Introduction of EPRS
The transition from physical to digital systems was driven by the need to streamline processes and enhance accessibility. The Electronic Parliamentary Research Services system (EPRS) was developed as part of the Parliament of Malaysia's broader digitalisation strategy. EPRS consolidates all research workflows into a single, integrated platform, facilitating document sharing and digital communication.
The EPRS platform is designed to store all information in cloud storage, making it accessible to MPs and researchers from anywhere, at any time. This is particularly beneficial during conferences and seminars held outside Malaysia, where MPs might need to access or request information urgently. The system includes a website and login portal, with certain sections open to the public while others remain restricted to authorised users.
Functionality and Features of EPRS
EPRS offers a range of functionalities aimed at enhancing efficiency and transparency. The system allows MPs to log requests for information, which are then processed by researchers. Each transaction is recorded with timestamps, ensuring transparency and accountability. This feature is crucial for monitoring the volume and nature of requests, helping to identify common research interests among MPs.
The system's interface provides comprehensive details, including the researcher in charge of each topic and a chat box for communication. This transparency ensures that both MPs and researchers are aware of the status of requests and can track progress in real time. Furthermore, the data generated through EPRS can be exported into spreadsheets for further analysis, aiding in the oversight and management of research activities.
Engagement and User Adoption
Effective engagement is vital for the successful adoption of new technologies. In the case of EPRS, continuous engagement with MPs was prioritised to ensure they understood the benefits of the system and felt comfortable using it. This involved regular training sessions, one-on-one support, and feedback mechanisms to address any concerns or issues.
Engagement activities were conducted in various formats, including meetings, open booths during events, and an open-door policy for MPs needing assistance. This approach was essential in overcoming resistance to change, a common challenge when introducing new systems. By ensuring that the system was user-friendly and addressing any issues promptly, the adoption rate among MPs was significantly improved.
Challenges in Implementing EPRS
The implementation of EPRS was not without challenges. Three primary challenges were identified: limited financial capacity, resistance to change, and the continuous nature of digitalisation.
Limited Financial Capacity: Budget constraints are a common issue in many organisations, and the Parliament of Malaysia was no exception. The development and maintenance of EPRS required careful financial planning and creativity to ensure the system was both functional and cost-effective.
Resistance to Change: Change is often met with resistance, and the introduction of EPRS was no different. MPs and staff accustomed to traditional methods needed to be convinced of the benefits of the new system. Continuous engagement and training were crucial in overcoming this resistance.
Continuous Process: Digitalisation is an ongoing process that requires regular updates and improvements. EPRS is continuously evolving, with feedback from users playing a critical role in its development. This iterative process requires ongoing investment in terms of time and resources.
Key Takeaways from the EPRS Journey
The implementation of EPRS has provided several key insights into the process of digitalising parliamentary services.
Clear Goals and Objectives: Having clear and well-defined goals is essential from the outset. Understanding what the system is supposed to achieve and how it aligns with the broader vision of a modernised parliamentary process is crucial for successful implementation.
Data Governance and Privacy Protection: Robust data governance practices are vital to ensure the accuracy and security of sensitive information. Given the confidential nature of many research products, protecting the privacy of MPs and ensuring data security are paramount.
Oversight and Accountability: EPRS has significantly enhanced the oversight and accountability of parliamentary research services. The system's transparency allows for effective monitoring and analysis of research activities, facilitating better management and decision-making.
User Feedback and Continuous Improvement: Engaging users and incorporating their feedback is essential for developing a system that meets their needs. EPRS has benefited from continuous feedback, leading to ongoing improvements and enhancements.
Conclusion
The modernisation of parliamentary research services through the implementation of EPRS in the Parliament of Malaysia represents a significant step towards enhancing efficiency, transparency, and accessibility. The journey has been marked by challenges, particularly in terms of financial constraints, resistance to change, and the continuous nature of digitalisation. However, the insights gained from this process highlight the importance of clear goals, robust data governance, effective oversight, and continuous user engagement.
EPRS serves as a case study for how digital transformation can revolutionise parliamentary processes, making them more responsive to the needs of MPs and ultimately contributing to better governance. The ongoing evolution of the system underscores the dynamic nature of digitalisation and the need for continuous improvement to keep pace with changing requirements and technological advancements.