1. Business processes and document
management system for regulatory
administration in e-government services.
Implementation in “Approving Contents of a
Beverage Procedure”, Ministry of Health
2. Presentation Roadmap
• Purpose
• Possible DMS Considerations
• Current State of the Procedure
• The E-Service, Based on SharePoint
• Project Management
• Conclusion
3. Purpose
The purpose of the thesis is to demonstrate skills in
three areas:
• Business process management
• SharePoint technology for electronic document
management
• Project management, based on PMBOK guide
5. Current State of the Procedure
Copy for the Issuer
Copy for MoH
Approved?
Letter of Rejection
Review by MoH Expert
Community of Health
Directorate
MoH
Copy for the Deputy Minister
Issuer
NCSHA
Deputy
Minister
6. The E-Service, Based on SharePoint
Technology
Prepare a
Send an email Stop workflow
Motivating Letter
Store the
Motivating Letter Rejected
into a DB
Issuer
STEP 3: Change
STEP 1: Store the STEP 2: Start STEP 4: Review and
Send approval for documents status
documents in a workflow to review approval by MoH
document set to ‘For Review by
database the document set Expert.
MoH Expert’.
Send an email Approved
Store the approved STEP 5: Review and
Set content
issue into a sign by Deputy
approval status
database Minister
13. Project Management. Training Time
Course Name Description
Basic Microsoft Office Training The course should provide a basic
Course computer literacy to the experts involved
in the procedure. Such a course, should
include knowledge on the following
products from the Microsoft package:
Microsoft Word
Microsoft Excel
Microsoft Outlook
Such a course takes around 3-5 days.
Basic Internet Literacy Basic browser literacy for browsing the
SharePoint libraries.
SharePoint training The SharePoint training should involve
the following:
Login to SharePoint web site
SharePoint navigation
SharePoint terms (such as libraries, site,
workflow, etc.)
Working with SharePoint workflows
Individual course for SharePoint
workflows, depending on experts’
assignments
Administration of a SharePoint farm
(required for the IT Department
specialist, who will administer the
SharePoint farm)
14. Conclusions
• Reduced Storage
• Flexible Retrieval
• Flexible Indexing
• Improved, Faster and More Flexible Search
• Controlled and Improved Document Distribution
• Digital Archiving
• Improved Internal Operations
• Improved Issuer / Client Service and
Satisfaction
Business process managementBusiness process management is a managerial discipline which treats business processes as assets. These assets directly improve the enterprise performance by driving operational excellence and business agility (flexibility).SharePoint – Document Management System. Document management system is a set of computer programs used to track, store, process (through workflows), and versioning of electronic documents (sometimes including images). Project Management – full project planning, based on PMBOK guide. PMBOK = Project Management Book of Knowledge
The current process suggests that all documents handling to be processed through paper documents.Internal route of the procedureThe issue is provided in the office of National Center of Social Health and Analysis (NCSHA) at the Ministry of Health (MoH)A correspondence is processed by the MoHThe correspondence is sent to Community Health directorate (attached to MoH)The issue is reviewed and approved by an expertThe issue is sent for a signature by the deputy minister. The letter is prepared in three copies – one for the archive of MoH, one NCSHA, and one for the issuer
A full list of project tasks could be found on the respective Microsoft Project Document.
Deeper analysis on document management system, developed by Technical University of Sofia (Acstre Procurement).What steps would you suggest for implementing SharePoint Foundation for the TU-Administration at the English Language Department of Engineering?Define clear workflows for each year, including Master degree.Implement the DMS for the entry documents for first year students as a pilot project.Undergo the necessary trainings where appropriate.Implement the rest workflows one by one.