SUMMARY:

The Central Bank of Uruguay (BCU) updated the version of its entire document management system based on the ApiaDocumentum solution and the Apia BPMS process technology.
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INFORMATION:

The initiative involved an important technological, functional and organizational change considering that they were still working with the version installed in 2013. The BCU was one of the first organizations where the electronic file was installed (2009), counting to date with more than 12 years of uninterrupted processing.

The scope of the migration included the entire document management and electronic file solution ApiaDocumentum and +20 business processes implemented with Apia BPMS.

Débora Sztarcsevszky, one of those in charge of managing the project within the Central Bank, assumed leadership. “The project was a challenge, due to its complexity and high internal impact, due to the transversal nature of the system, as well as because my basic training is in law and not in computer science” she declared.

The reason for migrating to the latest version was to adapt to the internal functional needs of the institution, such as updating to the new technical and security features provided in the latest versions. The BCU referent stated that the objective was to have the system in its latest version, ensuring its validity over time.

Sebastián Sequeira, STATUM's referent of the project, indicated that the need was due to the “natural cycles of technology”.

For Sztarcsevszky, it is essential to have "basic" tools that strengthen the continuity of business processes and to "improve the usability and accessibility of the application, make use of the new features offered by Apia and, to a great extent, with the objective to strengthen security.

The new features in terms of digital signature was one of its main needs. With the change of version, the advanced electronic signature was introduced, beginning to use the electronic ID, which brings great advantages to the institution such as agility, security and speed to carry out the procedures.

According to him, this new system "improves the work experience" since there is a menu of "customizable" functionalities, a multi-tab system, graphic displays such as a file tree and an intelligent search system.

The new tool will benefit two thirds of the Central Bank, which requires this technology to run its internal processes.

The project involved functional and technological training. Dozens of them were made virtually. “And several consultation sessions were held both before and after production go-live, providing the necessary follow-up after production go-live to stabilize system usage” she stated.

The planning of the project began in 2020. There, a project team and another management team were formed, which culminated on October 12, 2021 with the migration and production start-up of the new version of the solution and the business processes.

Sztarcsevszky valued the joint work with the Uruguayan company. “We work in harmony and alignment to obtain a quality result, within the established times. It is worth highlighting the commitment and effort of the STATUM staff to respond and adapt to the Bank's requirements”, he said.

Sebastián Sequeira also referred to the project as a “great challenge and effort, given its complexity, product of the broad coverage and use in all the Bank's areas where without the Bank's enormous commitment it would not have been possible. A joint effort was achieved that was reflected in the good results obtained”, he concluded.