The Challenge

The General Secretary is responsible for managing the day to day duties of the Cabinet and managing all coordination between the Prime Minister, the Ministries and Institutions across the Government body.

In the pursuit of following the Prime Minister’s lead for eGovernment, the Cabinet of Ministers sought after finding a solution that supports and structures its extensive information flow and communications within its internal divisions as well as between the Cabinet, the Ministries and other Government organizations. The solution had to streamline the processing of business transactions, support the process of decision making and empower all the Cabinet members with accurate and up-to-the-minute information to allow for timely and well-informed decisions.

The Cabinet also wanted to implement an automated correspondence system that would meet its day-to-day needs to communicate internally and externally, while keeping a high level of security of the documents flow and handling.

Another challenge was to automate the process of preparing, documenting and storing the Prime Minister’s meetings and public speeches in a form that allows the production of information at a faster rate, all to meet the Cabinet’s strategy of enabling its employees to work more productively along with effective cost reductions. “User friendliness” and “Ease of Use” were among the key selection criteria to ensure that the solution would meet the background differences of the system users while reducing the training time and costs.

The Cabinet main aim was to reach an automated, paperless work environment. Moreover, the chosen solution also had to provide seamless migration from the previously used system in a transparent manner without any loss of existing data.

The Solution

In its search for a solution, the Cabinet has evaluated multiple solutions and selected ASSET’s Enterprise Solution, Jupiter, for its flexibility to be configured to meet business needs, highly integrated modules and quick implementation. ASSET provided an intense study of the Cabinet’s needs, and offered its Enterprise Content Management solution, Jupiter, to handle the Cabinet’s continually increasing volume of structured and unstructured information which comes in all different kinds of formats (like: Reports, letters, faxes, presentations, contacts, electronic files, plans, ..). Through ONE integrated solution, the Cabinet was able to manage all these documents, support the decision making process, automate the Cabinet’s Correspondence System internally and externally, and finally, automate the Prime Minister’s meeting’s arrangements and documentation using topnotch technologies.

ASSET recommended a solution based on Jupiter Enterprise Suite including:

• Business Process Automation of major work branches including: the Cabinet’s decision making process, by providing up-to-date data on demand, and, Internal/External correspondence process and Minister’s meetings preparation & documentation
• Document Management for handling the capturing, managing, organizing and retrieving of all the Cabinet’s documents
• Full Text Retrieval that locates the Cabinet’s contents, not simply by their keywords, but by the text that is contained in them and allows the search within the document or the comments put on them
• Electronic Signature Support through integrating with Topaz Signature Pad which is an easy to use tool specially to executives that is designed to facilitate and make it effortless to put notes and comments on content and business transaction using pen and table devices
• Office Integration helping users to be more productive by storing and retrieving documents directly from within Microsoft office interface
• OCR for easy conversion of the scanned documents into text and storage in the implemented system for retrieval whenever necessary

This solution allowed the Cabinet to maintain a reliable system for supporting fast and accurate decisions making, internal/external automated correspondence process, and meetings preparation and documentation. Jupiter was the right solutions ensuring an easily, cost-effectively and secured implementation with an effortless migration from the previously used system.

The Results

Currently all the system users (with their varying levels of computer knowledge), are relying on the system to effectively facilitate and expedite their daily operation resulting in:

• Reduction of the operational costs of photocopying and distributing documents internally
• Faster response on requests, reduction in reply times, and shortening the decisions making process
• Effortless editing of notes and comments using electronic light pen
• Accuracy in delivering documents to recipients
• Easy-to-Use retrieval system of documents concerning a certain topic, event, meeting or decision
• Strict security measures for internal documents transmission to ensure confidentiality of the Cabinet’s data