SUMMARY:

The Ministry of Economy and Finance awarded STATUM the implementation of the electronic file system.
 

INFORMATION:

This award occurs within the framework of the signing of a contract between the government of Uruguay and the Inter-American Development Bank (IDB), for the Budget and Financial Management program, whose executing agency is the MEF.

The objective of this program is to increase the effectiveness and efficiency of budget management through better use of information for the management of State resources and to modernize procedures in the different units of the MEF. For this reason, progress was made in the implementation of an electronic file system. The chosen tools were APIA and ApiaDocumentum.

The system will be implemented in five executing units divided into two stages. The first stage will cover the General Directorate of the Secretariat, the General Accounting Office of the Nation and the General Treasury of the Nation. During the second stage, the system will be implemented in the National Cadastre Directorate and in the General Directorate of Commerce.

Only in the first three organisms there are 80 types of files. Every year an average of 10,000 new files are generated and an average of 35,000 movements related to them are made.

This model of working on paper, which generates thousands of documents per month that must be filed and stored, is already obsolete.

Due to the above, the solution offered through ApiaDocumentum aims to eliminate the use of paper and save time in this procedure, which guarantees efficiency and effectiveness in the management of State resources.

Implementation

To achieve the improvement of the processes of each agency, the MEF will have a sponsor who, in turn, will be in charge of a management team and a functional team.

The work begins with a survey to achieve the customization and configuration of the system in the executing units mentioned. For this, it is planned to work with the objective of implementing all the requirements of the MEF.

Once the electronic filing system is launched, the STATUM team will provide support to ensure optimal operation.

The agreement provides for a training strategy to instruct users in the operation of ApiaDocumentum, which also covers the use of the electronic signature.

It is planned to train 143 people, who after acquiring the knowledge will train the rest of the officials of the MEF units.

After the start of production, STATUM will provide support to dispel user doubts and will make the necessary adjustments to the tool.