ApiaDocumentum Implemented at Six Departments of MGAP
The Ministry of Livestock, Agriculture and Fishing (MGAP, as for its acronym in Spanish) will implement the ApiaDocumentum electronic file system in six of its departments.
Every year, 18 thousand procedures are managed by 600 users in the departments in which the system will be implemented. The ministry manages 20 thousand per year in total.
Using this tool avoids filing and keeping all the paper documents generated every month, as well as the issues arised from organizing and accessing the information. It also increases the transparency of procedures and improves the quality of the services provided to the user by optimizing process and reply times.
Implementing the tool at MGAP is another milestone towards the development of digital government, a project in which the Uruguayan state has been working in for the last decade, in which STATUM has been a strong ally.
In order to implement the system, the requirements of MGAP will be assessed by STATUM or its business partner STAVROS.
Once the tool has been customized and installed, testing will be carried out. According to an agreement signed by the parties, the implementing company will register all the processes performed: execution of the tool, results obtained, and any correction action that may be necessary to perform.
A communication and training strategy will also be drawn up along with the authorities of MGAP to define how the officers will be trained in the use of the tool.
Such strategy will cover the definition of objectives, methodologies, activities and training schedules.
One of the most important groups to receive training is the "group of trainors", made up by 50 of the 600 officers that will use the tool. Their training will be focused on developing soft skills in order for these officers to share the acquired knowledge with their co-workers.
This group includes the help desk team, which will offer support to end users if facing any inconveniences.