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
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
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.