Sector: Government

Company: Treasury Department ((Chile)

Title: “Knowledge Management System”

Problem: The Treasury Sub secretary in its upgrading, updating and technology infrastructure expansion ongoing process, whose main goal is to serve as an efficient and effective support element to the Sub secretary’s own good functions and tasks performance, it decided to incorporate an Electronic Documents Management System (EDMS) which is called Knowledge Management. A Knowledge Management System is required to allow the Treasury Department to provide safe information in a data base, efficiently shared and centralized supported, leading to optimize the creation and use of the desk documents generated by the service staff who contribute an incalculable value. Since the normal practice was to save the information un-structured and usually impossible to recover or gather the documents with its respective versions on the different subjects and projects its working in, with the goal to leave a legacy as a ministry, regardless that is doing the work. Will also allow Accessing the information in a remote, fast, secure manner and at the same time share files in a collaborative manner. This project main foundation is to support the virtual institutionalism of the information technologies advance that will facilitate the processes and it´s respective documentation of added value that the organization generates by the summation of individual and group contributions.

Solution: The implemented solution in the treasury department has the following components:

EMC – Documentum Content Server: with the capacity to storage, manage and deploy every type of content including HTML and XML, graphics, multimedia and traditional documents created with desktop uses.

Main characteristics.
 

• Global repository, distributed and open architecture, based in easy integration with other data and contents fonts standards.
• Full proof scalability, that allows to manage Terabytes of information and hundreds of users simultaneously.
• Strong security to prevent unauthorized accesses while it allows users to work remotely.
• Capacity to storage directly into the repository using Web and Desktop tools after publishing the approved information proactively to a number of channels.
   

Web Access: Easy to use interface based in the customers EMC–Documentum Webtop that allows the system users to have access to the repository and content management services from a standard seeker.

Collaborative environment: Module based in eRoom that allows the users to share files between two or more users remotely, performing online modifications of the shared file.

Management: Module that allows a centralize management and by the Web of the applications, servers, users and groups of them no matter their location. With it, the manager should be able to perform a broad spectrum of tasks within them include: users/groups, formats, templates management, full text indexes and sessions monitoring. Also, it should had process audit tools and events for reports, analysis and goals achievement.

Formats visualization: The solution provides a visualization tool that allows visualizing all the different formats including CAD type documents.

Images capture: Captiva module this module allows to enter information from paper applications, fax or micro-folders and transform them in electronic data, for it´s safekeeping and processing in the repository under ministry business rules.

Documentary follow up (Workflow): Module for flows revision, approval and information publishing management in the different business processes.

Results:

Currently the treasury department has an operational EMC – Documentum electronic document management platform and a solution for the management of all the critical information in this ministry. This grants the capacity to manage a unique and common repository for all the staff based in business model specially design for the ministry.

The registered users in or outside the country have the possibility to search efficiently and access the documents with reading, editing or annotation permits according to the user profile. By versions handling logic is possible to know the state and the validity of each document, generating alerts and notifications in deadlines and events within them.

• 19.799 law (Law about electronic documents, electronic signature and certification services of that signature);

• D.S.77 (Approve technical rule about electronic communication efficiency between the state management entities them and the citizens.)

• D.S.81 (Approve technical rule about the interoperability of electronic documents for the management entities.)

• D.S.83 (Approve technical rule about the state management entities security and electronic document confidentiality)

• D.S.158 (Modifies 2004s D.S. Nº 81, from the president´s general secretary office, which approve technical rule about the interoperability of electronic documents for the management entities.)

On top of this, the treasury department today it has a platform that complies in detail with the state standards like the following laws and decrees: the workflows implemented allow the follow up and control of the activities regarding the process times and activities, responsible, control and documents status rules and standards compliment, achieving a significant reduction in process times. Also, the platform habilitated will allow in a near future the management of new business processes and its related documentation, in the degree of detail require in each case.

The project was carried out in Santiago, Chile.

Execution deadline: 6 months

rough amount of the project: US$ 200.000

Obtained benefits: estimated ROI 200%

Project performed by requirement of Xerox, Chile S.A.