Public space reports

Municipality of Leeuwarden

If something needs to be repaired or cleaned up on the street or in a park, it can be reported to the municipality via Signalen, the open source notification system for and by municipalities.

Last change on 9th of September 2024, at 10:46 (CET) | Publication Standard 1.0

• Publication category: Impactful algorithms
• Impact assessment: Field not filled in.
• Status: In use

General information

Theme

Public Order and Safety

Begin date

06-2023

Contact information

[e-mail]

Link to publication website

https://www.leeuwarden.nl/melden-bij-de-gemeente/melding-woon-werk-en-leefomgeving/

Responsible use

Goal and impact

If something needs to be repaired or cleaned up on the street or in a park, it can be reported to the municipality through Signalen, the open source reporting system of, for and by municipalities. A dangerous traffic situation, housing nuisance or nuisance from people and the hospitality industry can also be reported. Previously, people had to choose which category their report best fitted into (e.g. 'nuisance' or 'street furniture'), so that the report went to the right department in the municipality. But the municipality is a complex organisation and the list of categories is long. As a result, it was sometimes difficult to find the right category. This sometimes caused delays in processing notifications. Therefore, we now use an algorithm that recognises words, e.g. 'rubbish' and 'pavement'. Based on this, it determines which category the report best fits and which department should handle it. So the caller no longer has to choose a category, and the call is handled faster because it goes to the right department.

Considerations

Field not filled in.

Human intervention

All reports categorised as "other" with less than 40% certainty go to the Service & Information (S&I) department. There, one of the employees assesses the report and the report is still categorised. Reports that are wrongly forwarded to the wrong category are also manually placed in the correct category by the responsible department (sometimes via the S&I team).

Risk management

There are few risks in this algorithm. It places a notification in the right category and gets it to the attention of the right department faster. If the algorithm cannot place a notification in a category with sufficient certainty, it ends up in the 'Other' category. Staff from the S&I team review those notifications and manually put them in the right category. So if the algorithm is not working properly, it takes a little longer for the report to reach the right department. The reporter can add personal data if he or she wants to be kept informed. This data is stored securely and not used by the algorithm.

Operations

Data

Notifications

The dataset consists of notifications made previously. Initially, we used past notifications to train the algorithm. It is regularly retrained with new reports and implemented corrections to existing reports. If the S&I team or departments see an incorrect categorisation, (see Human monitoring) they correct it manually in the notification system. These corrections are used in retraining. The Signals application is still under development. It is being investigated whether retraining the algorithm can be automated in the future.

We cannot disclose this dataset in this register. Because the data comes from a free text field, it may contain personal data, although this is explicitly not requested.

E-mail address and phone number for follow-up questions

Someone making a report can leave a telephone number and/or e-mail address. We then keep the reporter informed of the progress and we have the option of calling this person back. This information is not kept longer than necessary for this purpose and is therefore not used by the algorithm. Contact details are anonymised after one year and reports that have been dealt with are deleted in their entirety after five years.

For other information on processing personal data, see: https://www.leeuwarden.nl/privacy-en-avg/privacy/

Technical design

Architecture of the model

The text of the notification is divided into individual words. Each word in a notification is analysed to see how unique it is to that notification, compared to the total collection of words ('TF-IDF' or 'term frequency-inverse document frequency'). As a result, a word like 'the' or 'thank you' gets a low weight and a word like 'rubbish' gets a higher weight.

From that combination of words, logistic regression (a machine-learning technique) is then used to determine which category the report belongs to and thus which department within the municipality the report is most likely to fit.

External provider

This is a common ground project at the municipality of Amsterdam. The final version can be managed by municipalities themselves. Leeuwarden has hosting and technical application management with a market party.