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Large volumes of documents distributed within the Ministry of Tourism, the stages of their approval / processing, the considerable execution time of all critical internal processes while maintaining the validity of the document, as well as the very act of document approval deemed it imperative to adopt alternative management methods of Information. Thus the Ministry of Tourism has chosen a solution via the platform "Papyros Millennium III» for the document and workflow management using digital signatures. The software was installed centrally and integrated into existing infrastructure equipment and software systems of the Ministry to cover 150 users of Business Units of the Central Office, with a view to the future accommodation of the needs of regional departments of the Ministry as well. Specifically, this project has helped to meet the management and distribution requirements of all documents (outgoing and incoming) produced or received by the Ministry during their entire life cycle. What was achieved was the automation of the processes relating to the document and the immediate notification of the Ministry’s Management and other decision makers, while ensuring a greater transparency at all levels of hierarchy. Finally, all procedures relating to the management, recording and signing of any and all documents incoming, outgoing, distributing within the Central Office of the Ministry of Tourism have been accelerated. The safe, reliable and timely information distribution as well as any other direct service to employees, citizens and businesses have been ensured.
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Safe Document Flow in the Ministry of Tourism
Presenters
Dorina Georga Account Manager
Fotini Georgiou Marketing & Sales Consultant
Case Study Topics
Project Scope
The Problem
The Solution
Results / Benefits
Project Scope
To automate & standardize the
document flow To monitor & control the administrative
and operational processes To distribute the information
o securely o efficient o promptly o timely
To be compliant with E-Government requirements
The Purpose
E- Government
E-Government instructions
Process modeling
Bureaucracy reduction
Paperless flow
Digital signatures and Greek
e-gif
Project Application affects . . .
. . . to the following aspects of business :
Transactions processes with citizens or
companies
Processes related to management and decision making
procedures
The Problem
The traditional manual archiving tasks and document distribution have major problems
Large volumes of documents
The great number of e-documents
stored unstructured
on disks
Tedious & laborious document distribution
Waste of time
Reduced productivity Malfunctions
The Problem is focused on . . .
Transactions processes with citizens or companies Citizens or companies transactions with the Government
Agency Time consuming of case management Time consuming of employees workload
Processes related to management and decision
making procedures Difficulties in the monitoring and control of internal
processes High costs of paper Time consuming for search and document preparation Major difficulties in accessing partial and fragmented
information Difficulties in reporting
Management
People
The Solution Papyros Millennium III Suite
a robust Document & Workflow Management system that serves the needs of the Ministry of Tourism
a safe platform that satisfies the flow requirements of all document types (incoming/outgoing) and decision making management
a platform that currently servers 150 users of the Headquarters of the Ministry and in the future will satisfy the needs of the regional departments
Papyros
The Solution serves . . .
Incoming Document
Management & Workflow Incoming documents registration Digitalization, document distribution and
completion
Outgoing Document Management & Workflow
Outgoing document management using digital signatures
E-document and processes standardization
Internal Correspondence Management & Workflow
Management and distribution of documents produced and remain within the organization
Workflow of internal documents with predetermined (hierarchy based) procedure of approval using digital signatures
The Solution will serve . . .
Interoperability with 3rd party systems:
Interoperability with other applications of Public Sector e.g. “Diavgeia”
Reports and statistics generation for the comprehensive and immediate information needs of the decision makers
A Safe solution
Entire model of rights and permissions
Encryption
Digital signatures
Secure access to information
Results /Benefits gained :
Quick & Immediate
Communication
Transaction Processes with citizens or companies.
Automatic search
& gathering of the
necessary documents
Radical changes
in the relations of Individuals or companies
with The Ministry
Bureaucracy elimination
Faster case Management & employees’
workload reduction
Results /Benefits gained :
Improve to the maximum of
management procedures
Processes related to management and decision
making procedures
Ensure the validity of the information
Reliable monitoring &
control of processes
Cost savings from both
paper & time
Access to valid timely & complete
information
Other Benefits
Improve staff productivity
Reduce cost of reproduction of documents
Promote sharing of knowledge and information
Enhance corporate transparency and governance
Easy, fast and safe search of documents
Remote access to documents and assignments
Easier to meet deadlines and follow rules of processing
Results gained :
4-month Period
The average time completion of the outgoing documents is reduced to 50%
12.500 registered documents Totally 10.400 digital signatures in 4.870 digital signed
documents
Papyros Papyros
4-month Period
The average time completion of the outgoing documents is reduced to 50%
12.500 registered documents Totally 10.400 digital signatures in 4.870 digital signed
documents
4-month Period
The average time completion of the outgoing documents is reduced to 50%
12.500 registered documents Totally 10.400 digital signatures in 4.870 digital signed
documents
Papyros
