Electoral Court successfully implemented ApiaDocumentum

From the agency point to the tool developed by STATUM as a key aspect to improve efficiency in this election year.

Information:

The Electoral Court successfully implemented ApiaDocumentum, a product developed by STATUM, after having completed the training of 300 officials and an important change management campaign. The Electronic File system will be essential to address the growing number of files that will be generated during this election year. In this sense, the minister Pablo Klappenbach indicated that "the tool will serve to improve efficiency".

ApiaDocumentum is a solution designed to manage files, documents and workflows, electronically supported. Its objective is to eliminate paper support, improve the quality of service and achieve transparency and democratization of information.

"I hope that the tool allows us to carry out the procedures in a more agile way and that its follow-up is easier" Klappenbach said.

From STATUM it was added that the objectives of achieving a successful implementation in a few months and with national coverage were met.

For two months, STATUM trained the staff of the Electoral Court. In principle, 50 officials were instructed in the management of the tool and then they replicated the knowledge to reach 300 throughout the national territory. The training dynamics will continue to cover the entire staff of the organization, which is composed of about 800 officials.

As the use of ApiaDocumentum implies a strong change in the daily work tasks and, in this particular case, the average age of the Electoral Court staff is high, the process of surveying, training and putting into production carried out by the agency , STATUM and Agency for Electronic Government and the Information and Knowledge Society (Agesic) relied heavily on various change management activities to minimize the possible rejection that the new computer system could generate in the early stages.

"The tool is accessible and very friendly to work with. It is a fundamental change for the agency to have it", the Minister of the Electoral Court completed. He added: "From my point of view, the work and its coordination between the team appointed by the Electoral Court, STATUM and Agesic has been very good, to the extent that the implementation (even in its experimental phase) has been successful".

The change management campaign involved interviews with key actors (from the ministers of the agency, middle managers, to officials at the operational level) to understand the perspective that each one had of the project, as well as to understand the possible difficulties. It also included workshops with the staff, including with the heads and sub-heads of all the departmental offices.