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Background:
The Fujairah Municipality is
the highest administrative and executive body managing the
social, economical and investment development activities
within the Emirate of Fujairah - UAE.
The Municipality provides a
wide range of services for the public and private sectors
including:
- Companies/Organizations
license issuance, changing or canceling.
- Lands ownership issuing and
amending.
- Building license issuance
and inspection procedures…etc.
In addition, the
Municipality provides important information required for
decision making by normal citizens and the investors through
its different communications tools like the Municipality
website and magazine.
Customer
Needs (Challenge):
To achieve UAE’s goal to reach
a centralized “e-government”, the Municipality is committed
to adopting the newest technologies in order to provide a
solid infrastructure enabling the development of the
facilities rendered to the natives and citizens, in addition
to encouraging foreign and domestic investment activities in
all the different sectors.
In order to do so, the
Municipality sought after implementing a system that is
capable of handling and automatically archiving the
day-to-day significantly increasing amounts of documents and
records with an extended plan for their lifecycle within the
system, structure the internal processes by using the newest
collaboration technology applications that could provide
employees with a more centralized and efficient
knowledge-sharing environment, and support the Municipality
offered services by putting a clear procedure to monitor the
workflows . The system must provide a fast access to the
stored data with flexible searching tools in order to speed
up the process of services providing and ensure a higher
quality customer service support, all in addition to
providing scheduled or upon request reports about the
different processes status.
The Municipality’s aim
was to have fully automated procedures, become a paperless
work environment and find a smart solution that would
guarantee a seamless integration with the currently used
application without any data loss.
Solution:
Reference to its successful,
fast and smooth implementation in UAE’s Ministry of
Interior, the Fujairah Municipality decided to choose ASSET
for its challenging automation project.
As the Time represented a great
challenge for ASSET team, a well studied solution had to be
developed to automate the sophisticated communications among
the Municipality’s internal departments and the external
audiences.
The solution had to support the
digitizing and archiving of different types of content
including: scanned documents, letters, faxes, reports,
images, blue prints, site plans, licenses, contracts,
bills...etc., as well as presenting a unified system that
would efficiently integrate with the existing applications
and provide easy-to-use tools for processes and workflow
building suitable for users with varying levels of computer
knowledge.
After a careful study of the
Municipality’s structure, activities, used applications and
set of requirements, ASSET recommended a solution based on
Jupiter Enterprise Suite including:
- Business Process Automation of major work activities by
providing guided procedures that ensure a smooth
collaboration between all the departments involved in the
process of issuing, reviewing and finally approving a
requested document.
- Document
Management for handling the capturing, organizing and
retrieving of all the Municipality’s documents as
well as planning
for each document’s lifecycle within the system.
- Full
Text Retrieval that locates the documents, not simply by
their keywords, but by the text that is contained in
them and generate reports
to support the decision making.
- Office
Integration helping users to be more productive by
storing and retrieving documents directly from within MS
Office interface.
- Fax
Integration resulting in cost and time reductions by
activating the immediate archiving of the faxes into the
system.
- Directory
Listener for auto-archiving of the newly created
documents. This technology detects the existence of new
documents and
automatically capture then into Jupiter system.
The solution
represented a single convenient point of contact between the
Municipality’s previously used applications and the planned
activities toward reaching full process automation. The
execution of the first phase of the project resulted in a
successful implementation in the following departments:
- Buildings Department
- Financial Affairs Department
- Lands Department
- Legal Issues Department
- Licenses and Trade
Registration Department
All in General, it was
the perfect solution that put the Fujairah Municipality in
the right track for UAE’s “e-government” plan.
Results &
Benefits:
The delivered solution, that
only took 4 month of implementation, has raised the
awareness of system’s ability to deliver up-to-date
information insuring a high level of accuracy and improving
internal departments’ collaboration for handling the daily
requests.
“The implementation of this
project was a great challenge for the department. Delivering
a high quality output in so little time was a big test for
the project team who proved great dedication and excellent
work professionalism. This devotion resulted in a very
smooth and successful project execution that made ASSET
proud of.” Manal
Al Seesi – Technical Support & Projects Manager, ASSET
Technology Group.
Jupiter
implementation in Fujairah Municipality resulted in:
- Combining all the used
application under one unified system interface.
- Faster response to the
submitted requests by citizens and companies with the
support of a powerful follow-up system.
- Work decentralization by
applying clear and strictly controlled procedures.
- Easy-to-Use documents
retrieval and archiving system.
- Accuracy of data used for
licenses issuance and checking.
- Reduction of the operational
costs by using digital documents for the internal
correspondence.
- Automating the reports
generation process and availing the right data in the right
time for accurate decision making.
- Strict security
measures for internal documents transmission to ensure
confidentiality of the Municipality’s data.
Used
technologies:
ASSET Products:
Jupiter:
*
Document Management
* Process Automation
* Full Text Retrieval
* Fax Integration
* Office Integration
* Directory Listener for Automatic Files Archiving
* Documents Lifecycle Manager
* API Implementation
* Desktop Client Application
Technology & Platform
* Oracle Application Server
* Oracle Database
* Oracle Workflow
* Windows
Published
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