Eastern Cape Dept of Social Development Eastern Cape Dept of Social - PowerPoint PPT Presentation

1 Eastern Cape Dept of Social Development Eastern Cape Dept of Social Development ELECTRONIC FILE MANAGEMENT SYSTEM ELECTRONIC FILE MANAGEMENT SYSTEM (EFMS) (EFMS) Process Process

2 PROBLEM DEFINITION PROBLEM DEFINITION • No reliable filing system No reliable filing system • • Poor registry conditions Poor registry conditions • • No completeness checks No completeness checks • • No check for file contents (critical documents) No check for file contents (critical documents) • • No control over file movement No control over file movement •

3 PROBLEM DEFINITION – – CONTD CONTD… … PROBLEM DEFINITION • Files lost/delays in finding a file Files lost/delays in finding a file • • Litigation and fraud Litigation and fraud • • Could not merge duplicates Could not merge duplicates • • No Active and Archive file separation No Active and Archive file separation •

4 SOLUTION SOLUTION Provide an EFMS and Infrastructure: • With customized software • To process 1 800 000 files • In a 6 week timeframe • In a central document management centre (DMC) • Using barcode system • Using bin location registry

5 THE PROCESS THE PROCESS TRANSPORT STORAGE REGISTRY REGISTRY CURRENT PROCESSING ARCHIVES PROJECT TEAM

6 LOGISTICS LOGISTICS • Transport • Equipment • Storage at DMC • Logistics – DMC Personnel • Logisitcs – DMC Security

7 LOGISTICS - - TRANSPORT TRANSPORT LOGISTICS • Transportation of files from 24 districts to DMC – Files packed in boxes – Control sheets per district office – Truck secured with pre-numbered seals

8 LOGISTICS - - EQUIPMENT EQUIPMENT LOGISTICS • 130 Computers / Thermal Printers / Hand Held Bar Code Scanners • 320 Desks (specially designed) • 620 Chairs • 15 Water Cooler Fountains • 25 DCP Fire Extinguishers • 30 Trolleys • 1,100 Pallets • 2 Pallet Jacks

9 LOGISTICS - - EQUIPMENT EQUIPMENT LOGISTICS • 79.2km’s of sellotape. • 167,000 File covers. • 2.91 Million thermal labels. • 2.33 Million file content labels. • 40,000 Registry boxes. • 40,000 Registry box labels. • 1,200 Permanent marker pens. • 800 Ball-point pens.

10 LOGISTICS - - STORAGE AT DMC STORAGE AT DMC LOGISTICS • Match pre-numbered seals & control sheets • Files received at DMC • Stored by district • Demarcated areas

11 LOGISTICS - - DMC PERSONNEL DMC PERSONNEL LOGISTICS PERSONNEL PER SHIFT 2 Shifts per day – Project manager 1 – Centre manager 1 – Consultants 18 – Operators (100 teams) 400 – Registry 20 – 130 PCs – 130 barcode scanners – 130 barcode printers

12 PROCESSING PROCESSING • Reviewed file contents – critical documents/data recorded • ID number scanned and compared to SOCPEN – Valid ID – Dept of Home Affairs check digit validation • Attach bar coded label • Filed according to correct district

13 PROCESSING – – CONTD CONTD… … PROCESSING • Identification of specific files – Auditor General – Class action – Regulation 11 – Fraud files

14 PROCESSING - - CONTD CONTD… … PROCESSING REGISTRY • Validation Current – Active Boxed & labeled Archive – Archive By District/year – Project Team AG, Reg 11, Class action, Fraud

15 IT SYSTEM SECURITY IT SYSTEM SECURITY • DMC linked to offsite central facility • Access control – Network log-in and password – User ID and password to database – Restricted access levels • Firewalls • Data security – Offsite server – Daily back-ups – Off site storage – Disaster recovery plan

16 DELIVERABLES DELIVERABLES • Electronic registry (Database) • Securely filed in boxes • Bin location • Identification and Extraction – Inactive files (Archive) by year – Fraud, AG, Reg 11 and class action • Allocation of files to correct district

17 DELIVERABLES – – CONTD CONTD… … DELIVERABLES • Identification of – Missing files (active beneficiaries without files) per district – Files processed not on SOCPEN • Transfer of skills and training • Missing Documentation exception reports and procedures • System for capturing Correspondence

18 SUSTAINABILITY SUSTAINABILITY Registry Hall 13 Staff • Registry maintenance 24 District Offices • Help Desk •1-4 Staff per Office • Reg. 11 • Class Action • Litigations

19 SUSTAINABILITY – – CONTD CONTD… … SUSTAINABILITY Processing Hall 9 Staff >800 Staff • Up to 4 000 files/d

20 FUTURE APPLICATIONS FUTURE APPLICATIONS • Current applications – Currently utilized for NPO file capture – Development of Personnel file capture systems – Development of Purchase Voucher file capture systems • Established infrastructure • Electronic facility • Skills base

21 FUTURE APPLICATIONS – – CONTD CONTD… … FUTURE APPLICATIONS • Possible applications – Large volume paper based records – HR records, personnel files etc – Payment vouchers, invoices etc

22 THE WAY FORWARD THE WAY FORWARD ELECTRONIC FILING MIS PROJECT Electronic Workflow file registry tracking module • Link to MIS project – Data tracking – Workflow monitoring – Functional registry system

23 Questions?