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

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

Dec 02, 2023 382 likes •636 views

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

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

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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

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  • 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

PROBLEM DEFINITION PROBLEM DEFINITION – – CONTD CONTD… …

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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
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THE PROCESS THE PROCESS

TRANSPORT STORAGE PROCESSING CURRENT ARCHIVES PROJECT TEAM REGISTRY REGISTRY

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

LOGISTICS LOGISTICS

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LOGISTICS LOGISTICS -

  • TRANSPORT

TRANSPORT

  • Transportation of files from 24 districts

to DMC

– Files packed in boxes – Control sheets per district office – Truck secured with pre-numbered seals

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LOGISTICS LOGISTICS -

  • EQUIPMENT

EQUIPMENT

  • 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
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LOGISTICS LOGISTICS -

  • EQUIPMENT

EQUIPMENT

  • 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.
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LOGISTICS LOGISTICS -

  • STORAGE AT DMC

STORAGE AT DMC

  • Match pre-numbered seals & control

sheets

  • Files received at DMC
  • Stored by district
  • Demarcated areas
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LOGISTICS LOGISTICS -

  • DMC PERSONNEL

DMC PERSONNEL

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

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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
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PROCESSING PROCESSING – – CONTD CONTD… …

  • Identification of specific files

– Auditor General – Class action – Regulation 11 – Fraud files

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PROCESSING PROCESSING -

  • CONTD

CONTD… …

  • Validation

– Active – Archive – Project Team

Current

Boxed & labeled

Archive

By District/year AG, Reg 11, Class action, Fraud REGISTRY

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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

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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
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DELIVERABLES DELIVERABLES – – CONTD CONTD… …

  • 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
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SUSTAINABILITY SUSTAINABILITY

Registry Hall 24 District Offices

  • 1-4 Staff per Office

13 Staff

  • Registry maintenance
  • Help Desk
  • Reg. 11
  • Class Action
  • Litigations
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SUSTAINABILITY SUSTAINABILITY – – CONTD CONTD… …

Processing Hall

>800 Staff 9 Staff

  • Up to 4 000 files/d
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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
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  • Possible applications

– Large volume paper based records – HR records, personnel files etc – Payment vouchers, invoices etc

FUTURE APPLICATIONS FUTURE APPLICATIONS – – CONTD CONTD… …

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THE WAY FORWARD THE WAY FORWARD

  • Link to MIS project

– Data tracking – Workflow monitoring – Functional registry system

ELECTRONIC FILING PROJECT

Electronic file registry MIS Workflow tracking module

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Questions?