Case
Public sector - Document and workflow management project
Many of our projects address critical and strategic issues for our customers who, therefore, choose to not disclose their name”.
Environment
The division Town and Country Planning of a regional government is responsible for the evaluation of building permits, urban planning, building offences, handling of appeals, etc. This division has 3 subdivisions 5 local divisions located in the key areas of the Region. Each location has about 50 users of a specific custom made workflow system to support the handling of all the types of requests, application forms, etc. used in these divisions.
Solution
The project is a set of custom web and client/server applications to support the document and workflow handling in the regional land consolidation of land properties and land-use planning of the Region. The designed system is fully configurable, supports more than 200 different administrative procedures, more than 1000 document types and is used on 6 different sites, with each about 50 users. In The system supports exchange of data with other institutions and with local authorities.
Because of the continuous changes in legislation in the area of urban planning, a fully configurable system was designed as a set of “building blocks”. These building blocks support the construction of more then 200 different administrative procedures and the creation about 1.000 different types of documents.
In this project Trasys was responsible for the functional and technical specifications, the implementation of the application the user training and the conversion of existing data. The application makes use of a central online database and a set of web and client/server applications.
Benefits
The system enables the users of the Region’s administration to have access to all relevant data relating to the handled dossiers through a unique user-interface. Less time is spent on finding the dossier. Another advantage is the automated creation of standard letters which avoids time spent on overhead tasks with poor added value, giving the civil servant more time to concentrate on the analysis of the dossier, taking the right decisions and providing a better service to citizens, companies and other administrations when they query the status of their dossier.
Through the implementation of the workflows related to the different procedures, the system also imposes the consistent execution of the procedures, including deadline control and mention of applicable legal references.