GEIDE MSS /IGSS The electronic document management system shared by the Luxembourg Social Security Ministry and IGSS
Introduction: The administrative context IGSS missions Legal and international affairs Policy analysis (statistics, actuary and social programs) Audit of social security institutions Audit of supplementary pension schemes Long term care assessment MSS Chancery work 27. 29. 29. September 2006 4th Quality Conference 2
Introduction: Looking back Inhouse paper circulation Various information sources Archiving Sharing information with different staff units 27. 29. 29. September 2006 4th Quality Conference 3
Working out the solution: the aims Enhance paper flow Better knowledge sharing Increase visibility of and collaboration on affairs Promote communication More efficient use of resources 27. 29. 29. September 2006 4th Quality Conference 4
Working out the solution: the project Financed and steered by 3 ministries Divided project management : internal + consultant Involvment of key users from all departments Timeframe : 1999 2002 Costs:: 850.000 27. 29. 29. September 2006 4th Quality Conference 5
The GEIDE solution: Initial Paperflow Extérieur et quotidiens Service Madame Klinker Madame Schmit Monsieur Schroeder Monsieur Nilles Monsieur Scholl Quotidiens et journaux Autres chefs de serice nominatif de M Schroeder Ouverture nominatif Quotidiens et nominatif ouverture ajout papillon blanc avec date Tri Ajout nom des destinataires sur papillon : original + copies mis dans le courrier de direction selon volonté de M Schroeder général de direction de direction de direction Paraphe Ajout ou confirmation nom du destinataire sur papillon : original + photocopies de direction de direction Ajout paraphe Ajout paraphe général général paraphé inscription dans Informix photocopie paraphé Ajout paraphe Ajout paraphe Enregistrement dans : Access (Mme Breyer) Excel (M Maar) Original courrier + photocopies Original et photocopie Original et photocopie Original et photocopie Original et photocopie Original et photocopie 27. 29. 29. September 2006 4th Quality Conference 6
The GEIDE solution: [Paper]flow ACQUISITION (Gestion des entrants / sortants) TRAITEM ENT / ENREGISTREM ENT ENRICHISSEM ENT ARCHIVAGE Services courrier M SS IGSS PENCOM CEO Scanners Agents D ocument à valider Agents Validateur Approbateur M inistère Stockage interm édiaire Dossier Projet Document A ffaire A ffa ire Document A ffaire Projet D ocument validé Poste restante DIFFUSION Extérieur à l IGSS 27. 29. 29. September 2006 4th Quality Conference 7
The GEIDE solution: Electronic Archives 27. 29. 29. September 2006 4th Quality Conference 8
THE GEIDE solution: Opening a file 27. 29. 29. September 2006 4th Quality Conference 9
The GEIDE solution: Giving access to information 27. 29. 29. September 2006 4th Quality Conference 10
The GEIDE solution: Results After 4 years: 50.000 documents in 9000 files Staff satisfied and using the system Simplification of internal procedures 27. 29. 29. September 2006 4th Quality Conference 11
The GEIDE solution: Results Acceleration of mail distribution (1 4 hours > immediate) Better communication by use of Intranet Archiving space reduced (3 > > 1 room) Ł Change of Culture succeeded 27. 29. 29. September 2006 4th Quality Conference 12
Best Practices learned: Gather the support of management Management has to be convinced of usefulness of project Gives support for critical situations Disponibility of necessary budget 27. 29. 29. September 2006 4th Quality Conference 13
Best Practices learned: Involve Users Early involvement of users Definition of functional needs Keep them informed Force them to test 27. 29. 29. September 2006 4th Quality Conference 14
Best practices learned: Split roles of technical and functional leaders Risks of having just one person in charge To much emphasize on the technical staff Difficulties to sort out functional needs 27. 29. 29. September 2006 4th Quality Conference 15
Best practices learned: Get procedures right before starting Define processes and their mappings to the electronic system Give the appropriate importance to the testing group 27. 29. 29. September 2006 4th Quality Conference 16
Best practices learned: Measure your performance Implement performance indicators Define and collect measures Eventually do CAF evaluation to feel correct indicators (done this year) 27. 29. 29. September 2006 4th Quality Conference 17
Best Practices learned: Share your knowledge Manage Knowledge Information on how to classify and index Define Change control board accepting changes in classification scheme Review periodically the effective content of affairs 27. 29. 29. September 2006 4th Quality Conference 18
Best Practices learned: Give the necessary support technical support > > availability of system functional support > > how to use the system best practices how to execute some important procedures developing support >react quickly to change requests 27. 29. 29. September 2006 4th Quality Conference 19
Thank You 27. 29. 29. September 2006 4th Quality Conference 20