SUMMARY:

The Ministry of Livestock, Agriculture and Fishing (MGAP) modernizes and implemented electronic file project ApiaDocumentum in December 2022. The system was implemented in three departments of the ministry and it is expected to be implemented in six more.
 

INFORMATION:

The project began in August 2022 and it was organized in three implementation cycles that covered three departments of the ministry. The first cycle was completed in December and included the General Directorate of Secretariat, the General Directorate of Natural Resources, and the General Directorate of Biosecurity and Food Safety. The project will be implemented in the other departments until June 2023.

The main purpose of the project is to modernize and streamline the document management processes of the ministry, that is, the processes to create, manage, store, search and access digitally supported information. This way, it is expected to improve the efficiency and efficacy in document management by using ApiaDocumentum.

One of the main benefits of using electronic file is that it reduces the time and costs of delivering files physically, especially in a ministry that has decentralized services. "Sending a file from one branch to another could take up to 15 days as an individual was required. Now they are sent with one click," highlighted Mauricio di Maio, advisor of the Unit of Constant Improvement and representative of the project from MGAP.

Also, some projects and procedures that were not defined or regulated before the project now are regulated, which means an improvement in quality and transparency of processes.

Despite the amount of paper saved has not been determined yet, it is expected that the electronic file project has a significant impact in reducing costs and protecting the environment, stated a representative of MGAP.

STATUM offered training to the officers of the ministry, another important point of this project. "I got people who took no course but could manage to use the software with their IT skills," stated Di Maio. He also highlighted that he received congratulations from the ministry officers regarding new tool ApiaDocumentum: "We received congratulations due to the speed and efficiency with which files are now being managed," he commented.

The whole process began in July 2022. From that moment on, the Ministry of Livestock has valued the work made with STATUM. "It was excellent," commented Di Maio. "In some occasions, we did some extra requests and they have always been well-disposed," he concluded.