DGASPC is charged with implementing the social assistance policies and strategies in the field of protecting the children, families, single persons, elderly persons, handicapped persons and of any persons in need at the county level.
Initial situation
Before implementing the integrated software system, DGASPC had no electronic means to manage documents and information, which caused the following problems:
Solution
In order to solve the problems detected during the analysis steps, a software system was implemented, having 90 users in 30 locations. The system comprises the following components:
1. Web site for the presentation of the institution
The web site presenting the institution includes general information regarding the institution, its objectives, allows downloading of standardized forms, and may be updated anytime by the administrator of the application in DGASPC.
2. Registry is used to register all the documents entering into of exiting from the institution. It:
3. Acquisitions, a module to manage the acquisition files. This module
4. Human resources, dedicated to the management of the documents and information referring to the jobs and the personnel in the institution. The module
5. Quality management, a SharePoint site, allowing users to save documents based on predefined templates, to consult the Quality Management Manual and to upload various procedures.
In order to manage the processes taking place inside the institution, the RiverRaft product was implemented, an application integrated with Microsoft Office Outlook and with the Registration Module (by automatically creating processes upon registration of a document), and has the following functionalities:
Quality-environment integrated management system
Benefits from the system implementation
The implemented system includes any functionality needed to enhance the efficiency of work across the institution.
The main benefits of its implementation are:
Initial situation
Before implementing the integrated software system, DGASPC had no electronic means to manage documents and information, which caused the following problems:
- Long time needed to retrieve documents and prepare reports
- Lack of any means to retrieve a document based on its content or other data pertaining to the document
- It was impossible to cooperate when working on a file
- High loading of the personnel due to the lack of standardized work flows or document templates
- The institution did not benefit of a web site to present the institution and its objectives
Solution
In order to solve the problems detected during the analysis steps, a software system was implemented, having 90 users in 30 locations. The system comprises the following components:
1. Web site for the presentation of the institution
The web site presenting the institution includes general information regarding the institution, its objectives, allows downloading of standardized forms, and may be updated anytime by the administrator of the application in DGASPC.
2. Registry is used to register all the documents entering into of exiting from the institution. It:
- Allows documents registration based on pre-defined scenarios, which provide differentiated treatment of the documents and automatic filling of certain information in the register
- Allows saving scanned documents in an annual archive
- Provides easy retrieval of documents, based on intelligent searching and filters
- Provides automatic generation of reports
3. Acquisitions, a module to manage the acquisition files. This module
- Allows adding of acquisition files and the information thereto
- Provides generation of documents in the files, starting from Word or InfoPath templates.
- Allows uploading of the documents loaded on the users’ computers
- Provides monitoring of a document, based on its history.
- Includes information copying means, from one file to another
- Provides the archiving of the acquisition files on which work is stopped
- Facilitates the management of CPV Codes, similar to the SEAP means
- Provides the generation of reports and the export of data stored in the application under Excel files, which may be later automatically updated
- Provides the management of the information related to suppliers and the quick retrieval of information through the index service
4. Human resources, dedicated to the management of the documents and information referring to the jobs and the personnel in the institution. The module
- Provides management of the job descriptions in the institution and of the employees’ professional files
- Provides automatic generation of the diagram, based on the information entered into the system
- Automatically generates timesheets, the jobs log and the personnel log (grouped in directorates and departments), under Excel format
- Automatically computes seniority and the number of pending leave days
- Allows management of the competitions to fill job openings and of the courses in which the employees are taking part
- Provides storing of all the documents referring to human resources.
5. Quality management, a SharePoint site, allowing users to save documents based on predefined templates, to consult the Quality Management Manual and to upload various procedures.
In order to manage the processes taking place inside the institution, the RiverRaft product was implemented, an application integrated with Microsoft Office Outlook and with the Registration Module (by automatically creating processes upon registration of a document), and has the following functionalities:
- It provides simulation of any processes, due to the fact that it manages ad-hoc (dynamic) processes and thus the executant of a task has total freedom of choice. All the procedures set up by the two ISO standards may be followed. In case the procedures will be modified/updated in time, this will not create any difficulties for the simulation of processes in RiverRaft.
- The application provides management of no matter how many processes, so that the number of users does not count, neither does the duration for which the application will be used, thus providing benefits on long term.
- The application has a dashboard in which each user will be able to easily follow up the processes/tasks in which he/she is involved
- It is possible to receive notifications by e-mail and according to the settings resulting from process modifications.
- Ensures offline synchronization.
- Highlights the processes and tasks that require solving, keeping the flexibility and ergonomics of the e-mail
- The application is provided with an Administration module, accessible by web in which the Administrator defines the users who will have access to the application for process management.
Quality-environment integrated management system
Benefits from the system implementation
The implemented system includes any functionality needed to enhance the efficiency of work across the institution.
The main benefits of its implementation are:
- Optimization of work time, and the access to information; information can be easily found across the system, and the calculations are done automatically.
- Automatic generation of reports based on the information entered to the system. The reports are generated in Adobe of Excel.
- It facilitates the understanding and the accomplishment of ISO requirements.
- It facilitates collaborative work in the same file.
- Establishment of an electronic archive, by year, including all received, or sent, or created data in different departments
- Existing accurate records of the process within the institution and the steps covered by any document
- It ensures security of the information and of the stored documents, and the access is achieved based on a user name and password
- It allows online accessing of the application, from anywhere, through a web browser.
