Sector: Government.

Area: Transport Ministry, Colombia.

Title: DCTM system design and implementation for the Transport Ministry in Colombia.

Problem: All the requests formally entered to the Transport Ministry in Colombia must be processed and answered within 15 days. If this does not happen, the requesters can sue the government because of damages requesting high amounts of Money. Up to now, the ministry had lost a lot of sues and did not achieve to meet the legal deadlines. The delay in the processes could last several months. In the same way, the tender processes for the car fleet routes and schedules take several months and sometimes years. The critical processes with highest request coincide in being the most complex because of the query object and requirement diversity, these are: Right to petition, routes and schedules award, life sheets.

Solution:
Stage 1: design the documental management structure and Workflows for the processes control:

Right of petition.

Routes and schedules award.

Life sheets.

Stage 2: develop the customization and locations required for the process operation environment.

Etapa 3: install and start-up the EMC – Documentum platform and the developed solutions.

Etapa 4: train the different solution profiles: consumer users, contributor users, administrators and developers.

Results: Currently the Transport Ministry in Colombia counts with the operative EDMS EMC - Documentum 4i platform with 3 solution packages for the process management. This gives the ability to manage a single and common repository for the documents of a selected process with a suitable design for its classification, routing and management. The implemented workflows allow the follow up and control of the activities related with process times, responsible, document control and, rules and standards fulfillment achieving a significant decreasing in the process times. Moreover, the fitted platform will allow in the future the management of new business processes and their associated documentation having the detail grade required by each case. The project was carried out in Santiago de Chile together with dedicated trained (in Bogotá) staff.