Information management system

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Newgen Case Study on Information Management System.

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Information management system

  1. 1. Case Study DEFENCE S OLUTIONS F OR B USINESS P ROCESS & D OCUMENT M ANAGEMENT Information Management System For the Intelligence Arm of Defence Forces Overview The department is an intelligence arm of Defence Forces that advises the government on prioritization for developing capabilities of defence forces. This is done by formulating joint doctrines in consultation with the Service Headquarters, restructuring proposals, conceptualizing policy and programme on joint planning and military education, and proposing measures to ensure the cohesiveness among the armed forces. In addition, the department is also responsible for enhancing the efficiency and effectiveness of the planning process through intra- and- inter-service prioritization. The Department needed frequent access to various project-status reports, policy documents, guidelines, research reports, training materials, other relevant documents and digital content present across different Sections in the Department. Decisions were communicated in writing on paper and physically moved along with these documents from one officer to another. This paper-based document flow adversely impacted the daily operations. Also, team members working on the same project might also generate multiple copies of the same research report. In addition, the bottlenecks in the The department is an intelligence manual system could not be easily identified and rectified. arm of Defence Forces that advises the government on prioritization for Newgen developed the Information Management System for the Department, developing capabilities of defence which acts as an electronic repository for managing and distribution of forces. various types of documents. The Challenge The time consuming processes coupled with several other reasons were impacting organizational efficiency and internal productivity. The following challenges were identified: ! Enable Efficient Information Exchange: Sharing of stored information was cumbersome and new, updated information was not timely disseminated. ! Foster Better Communication and Coordination Between Sections: coordinating activities among various sections within the Department were poor. ! Increase Transparency: No information was readily available for tracking any research report, project status report and other such reports. ! Improve Productivity and Turnaround Time: The officers were manually maintaining the records, processing mails, files and other correspondences, all of which resulted in time-consuming activities. ! Provide Customized Desktop: The Newgen's unique solution strategy allowed the deployed solution to customize as per the working procedure to fulfill the organizational need of the Department. These challenges brought to focus certain key concern areas. The Department realized that addressing these concerns was vital to its efficient functioning. www.newgensoft.com Page 1
  2. 2. Case Study DEFENCE S OLUTIONS F OR B USINESS P ROCESS & D OCUMENT M ANAGEMENT Information Management System For the Intelligence Arm of Defence Forces Key Concerns ! Sharing of Documents: Sharing of various critical documents such as proposals, research reports, project plans and maintaining document status is vital to the mission-critical projects. The officers working on a project / proposal across the departments needed to coordinate based on these shared. ! Building Knowledge Community: All the officers posted at the Department need to keep abreast with upcoming products and technologies as well as various defence policies, guidelines and necessary training materials across the globe. ! Locating Key Information Through Single Point of Reference: The department has specialized officers, who perform critical tasks during project. These officers needed to quickly locate key information throughout the different phases of project. ! Connecting Officers: For team members working on different parts of the same solution, facilitating easy and cost-effective communication to connect Key Challenges: disparate islands of information was critical. Lack of such system led to inefficiencies. ! Enable Efficient Information Exchange ! Chat and Discussion Forum: There was also a need for capturing views of ! Foster Better Communication various key stakeholders (officers) on project proposals through real-time and Coordination Between communication tools such as chat and discussion forums. Sections ! Increase Transparency ! Reporting and Task Monitoring: There was a need for the Section/Branch ! Improve Productivity and Head to be informed of time spent by the team on various aspects of a project. Turnaround Time Also, close monitoring of mission-critical projects belonging to a particular ! Provide Customized Desktop Section/Branch was required. The NEWGEN Solution Newgen implemented the Knowledge Management Solution (KMS), which allows officers in the Department to collaborate using different components of the solution including Team Knowledge Space, Individual Knowledge Space, Knowledge Category, Chat, Discussion Forum, Shared Calendar, Q&A, Bulletin Board, Project/Task Management, etc. The enterprise-wide content including all standards, policy documents, guidelines, templates and status reports are available to the authorized officers in a watertight-secure environment. In addition, all the business correspondence, information stored in e-mails, pictorial/graphical data, and other electronic documents in various different formats are made available to the officers spread throughout the Department. The officers can discuss with specialists in the Department through instant messaging (chat) and discussion forums, asking questions to domain experts and category managers. The solution helps the officers in managing explicit and implicit knowledge assets in a structured and organized manner, leading to improved productivity, collaboration and building efficient knowledge space in the Department. In addition, the solution helps the Department to organize information requests in a well-structured manner and track users who access classified and highly classified documents. The comprehensive search capabilities enable users to quickly excavate required information from the knowledge base. www.newgensoft.com Page 2
  3. 3. Case Study DEFENCE S OLUTIONS F OR B USINESS P ROCESS & D OCUMENT M ANAGEMENT Information Management System For the Intelligence Arm of Defence Forces Besides KMS, Newgen also implemented the sate-of-the-art Document Management Solution, OmniDocs the backbone of the solution, which acts as the Digital Repository and manages the document acquisition, indexing, archiving and retrieval; Scanning Solution, OmniCapture; DAK and File Management System, Whitehall; Record Management System (RMS); Draft Management System and Notification Agent. All this resulted in a role-based workflow environment solution, which is user friendly and highly secure. System Interfaces The Information Management System of the Department is a unified system having different integrated modules to cater to specific requirements and provide an end-to-end solution to different user groups. Main modules of the system are as shown in the following figure. System Administration The Knowledge Management Solution (KMS) allows officers in Knowledge Management And Collaboration the Department to collaborate using different components of the solution XML including Team Knowledge Space, XML Document Capture Document Record Management Individual Knowledge Space, Management K n o w l e d g e C a t e g o r y, C h a t , System XML Discussion Forum, Shared Calendar, Q&A, Bulletin Board, Other Database Workflow Management File Management Project/Task Management, etc. Applications Main Modules of the Information Management System The Benefits The solution saves the Department precious time, improves productivity and substantially reduces costs. The Department has witnessed following benefits after the deployment of the solution: ! Introduction of structured operations across departments ! Increase in inter and intra department knowledge sharing through real-time access to active project and best practices ! Anytime, anywhere access to information ! Establishment of vastly improved collaborative working environment ! Streamlined internal communication resulting in reduction of communication costs ! Faster access to information, thus reduces turnaround time ! Automation of workflow and delivery, thereby saving officers' valuable time and effort in searching/tracking reports and documents. ! Enable officers to take quick, informed decisions, especially required for mission-critical projects. www.newgensoft.com Page 3
  4. 4. Case Study INSURANCE S OLUTIONS F OR B USINESS P ROCESS & D OCUMENT M ANAGEMENT About NEWGEN Newgen Software Technologies Limited, a market leader in the space of Business Process Management (BPM), Document Management (DM), Workflow and Imaging, is amongst the top 10 Software Product Companies in India. NEWGEN has won the highly acclaimed “Frost and Sullivan's Information Communications and Technologies (ICT) 2006 Award” for Document Management and Workflow Software & Services. Newgen has also bagged the prestigious “Distinguished Application Product Company” award at the Product Summit 2005 hosted by National Association of Software and Service Companies (NASSCOM) and Indian Institute of Management Bangalore (IIMB). NEWGEN, started in 1992, is headquartered in New Delhi. It has four software development centers - three in New Delhi and one in Chennai, and five regional Sales and Support offices in India. NEWGEN also has a wholly owned subsidiary Newgen Software Inc. in USA located in McLean, The Benefits Virginia. ! Introduction of structured operations NEWGEN has to its credit over 700 customer installations worldwide with across departments representation in over 25 countries across the globe. NEWGEN enterprise ! Increase in inter and intra software solutions allow customers to build and sustain competitive department knowledge sharing advantage by managing content throughout their organization, automating ! Anytime, anywhere access to and streamlining their business processes, and simplifying their critical and information everyday decision-making. ! Streamlined internal communication ! Reduction in turnaround time The company caters to customers in India and overseas in diverse areas like ! Enable quick, informed decisions Banking & Financial Services, Insurance, Telecom, BPOs/Shared Service Centres, Manufacturing, Government and Airlines. NEWGEN employs more than 650 people. The company has more than 3,500 'man years' of experience, with over US $25-million investment in developing software products for Business Process Management (BPM). NEWGEN product suite includes OmniFlow, OmniDocs, OmniReports, OmniCapture, OmniExtract, SmartStatements, ChequeFlow and Compliance Manager. All these products are based on J2EE technology and are extremely scalable. All NEWGEN products are designed for enterprise implementation. NEWGEN is an ISO 9001:2000 and CMM level 4 company. Website: www.newgensoft.com NEWGEN prestigious clients include HSBC Bank, Deutsche Bank, Hua Nan Bank, ABN Amro Bank, ICICI Bank, IDBI Bank, State Bank Of India, ING Vysya Bank, CitiFinancial, RAK Bank, Bank of Tanzania, Max New York Life and Bajaj Allianz, Royal Sundaram Alliance, Uniliver, Philips, GE Countrywide, EXL, Satyam Nipuna, iGATE, Core 3, Ranbaxy, GSL, Kenyan Airways, SEC Phillipines. www.newgensoft.com Newgen Software Technologies Ltd. A-6, Satsang Vihar Marg, Qutab Institutional Area, New Delhi 110 067 Tel: +91-11-26964733, 26963571, 26856871 Email: newgen@newgen.co.in Newgen Software Inc. Tel: +1-703-749-2855 Tel: +1-510-794-6724 Email: info@newgen.net

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