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Background:
The Egyptian Government, represented by the
Cabinet of Ministers, is the highest administrative and
executive body managing the State's affairs including:
-
Directing, coordinating and
monitoring the performance of ministries and public authorities
- Drafting public budget and state
plan
- Concluding and granting loans based
on the presidential laws and decrees
- Laying down the State's public policy in
conjunction with the
President, and supervising the implementation
The General Secretary is responsible for managing the day to day
duties of the Cabinet and managing all coordination between the
Prime Minister, the Ministries and Institutions across the
Government body.
Customer Needs (Challenge):
In the pursuit of following the Prime Minister’s lead for
eGovernment, the Cabinet of Ministers sought after finding a
solution that supports and structures its extensive information
flow and communications within its internal divisions as well as
between the Cabinet, the Ministries and other Government
organizations. The solution had to streamline the processing of
business transactions, support the process of decision making
and empower all the Cabinet members with accurate and
up-to-the-minute information to allow for timely and well-informed
decisions.
The Cabinet also wanted to implement an automated correspondence
system that would meet its day-to-day needs to communicate
internally and externally, while keeping a high level of
security of the documents flow and handling.
Another challenge was to automate the process of preparing,
documenting and storing the Prime Minister’s meetings and public
speeches in a form that allows the production of information at
a faster rate, all to meet the Cabinet’s strategy of enabling
its employees to work more productively along with effective
cost reductions. “User friendliness” and “Ease of Use” were
among the key selection criteria to ensure that the solution
would meet the background differences of the system users while
reducing the training time and costs.
The Cabinet main aim was to reach an automated, paperless work
environment. Moreover, the chosen solution also had to provide
seamless migration from the previously used system in a
transparent manner without any loss of existing data.
Solution:
In its search for a solution, the Cabinet has evaluated multiple
solutions and selected ASSET’s Enterprise Solution, Jupiter, for
its flexibility to be configured to meet business needs, highly
integrated modules and quick implementation. ASSET provided an
intense study of the Cabinet’s needs, and offered its Enterprise
Content Management solution, Jupiter, to handle the Cabinet’s
continually increasing volume of structured and unstructured
information which comes in all different kinds of formats (like:
Reports, letters, faxes, presentations, contacts, electronic
files, plans, ..). Through ONE integrated solution, the Cabinet
was able to manage all these documents, support the decision
making process, automate the Cabinet’s Correspondence System
internally and externally, and finally, automate the Prime
Minister’s meeting’s arrangements and documentation using
topnotch technologies.
ASSET recommended a solution based on Jupiter Enterprise Suite
including:
- Business Process Automation
of major work branches including: the Cabinet’s decision making
process, by
providing up-to-date data on demand, and, Internal/External
correspondence process and Minister’s meetings
preparation
& documentation
- Document Management
for handling the capturing, managing, organizing and retrieving
of all the Cabinet’s
documents
- Full Text Retrieval
that locates the Cabinet’s contents, not simply by their
keywords, but by the text that is
contained
in them and allows the search within the document or the
comments put on them
- Electronic Signature Support
through integrating with Topaz Signature Pad which is an easy to
use tool specially
to
executives that is designed to facilitate and make it effortless
to put notes and comments on content and
business transaction using pen and table devices
- Office Integration
helping users to be more productive by storing and retrieving
documents directly from within
Microsoft
office interface
- OCR for easy conversion of the scanned
documents into text and storage in the implemented system for
retrieval
whenever necessary
This solution allowed the Cabinet to maintain a reliable system
for supporting fast and accurate decisions making,
internal/external automated correspondence process, and meetings
preparation and documentation. Jupiter was the right solutions
ensuring an easily, cost-effectively and secured implementation
with an effortless migration from the previously used system.
Results & Benefits:
Currently all the system users (with their varying levels of
computer knowledge), are relying on the system to effectively
facilitate and expedite their daily operation resulting in:
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Reduction of the operational costs of photocopying and
distributing documents internally
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Faster response on requests, reduction in reply times, and
shortening the decisions making process
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Effortless editing of notes and comments using electronic light
pen
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Accuracy in delivering documents to recipients
*
Easy-to-Use retrieval system of documents concerning a certain
topic, event, meeting or decision
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Strict security measures for internal documents transmission to
ensure confidentiality of the Cabinet’s data
Used technologies:
ASSET Products:
Jupiter:
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Document Management
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Process Automation
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Full Text Retrieval
* Electronic Signature Support
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Office Integration
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OCR
Technology & Platform
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Oracle Application Server
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Oracle Database
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Oracle Workflow
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