Ground lion 2 case studies of case management automation in the public sector
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Ground lion 2 case studies of case management automation in the public sector
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Ground lion 2 case studies of case management automation in the public sector
- 1. Supported by: Case Management: 2 customer cases
- 2. Koen De Maesschalck Case Management expert Ground lion présales
- 6. Digitizing unit for Strategic Goods Control The Department of Foreign Affairs is in charge of all of the Government of Flanders’ international relations. It coordinates Flanders’ international and European activities and therefore takes the lead in Flanders’ relations with foreign governments, the European Union and international organizations. More specifically, the following tasks have been entrusted to the Department: • the development of cooperation with foreign partners; • the rule-making process and transposition of European legislation and the conclusion and ratification of international treaties; • international and European trade policy; • Flanders’ development cooperation, with a geographical focus on Southern Africa; • monitoring import, export and transfer of weapons and strategic goods from Flanders.
- 7. Dienst Controle op Strategische Goederen (DCSG) or Strategic Goods Control unit is in charge of controlling imports, exports or transfers that have been made subject to licensing: • Dual use goods • Small arms and light weapons • Military goods Old way of work: • Paper requests or via mail • Manual processing, legacy system • Reporting difficulties • Answering parliamentary questions • Integrating other systems / authentic data sources limited Digitizing unit for Strategic Goods Control
- 8. Ambition: • Digital portal for citizens and companies with focus on transparent case status and interaction • Turnaround times different case types • Digital notifications and collaboration with other government parties • Digital signing of documents • Digital archive Challenges: • Security • Authentication and authorization of different parties • Sensitive information • Speed of delivery • deadline 23 may 2019.. • Project start summer 2018 • Database • Quality • Migration of existing case files Digitizing unit for Strategic Goods Control
- 9. Case type E - P O R T A L authenticates Request form Case type Request form User Contact (= Organization) Contact (= Person)
- 10. Analysis and solution models
- 11. Analyse dfd Business Context Diagram WEX processen Aanvrager Aangever Douane Parketten Fod Economie DCSG administratieve DCSG beleidsanalist DCSG Technische analist DCSG diensthoofd DCSG Afdelingshoofd Minister-President Vlaanderen Administratie Minister-President Belgische ambassade FITEuropese lidstaten Export controle fora CANVEK Kabinet van Energie de Gewesten Gerechterlijke Politie - Wapencel de Provincies (dienst Wapens) Staatsveiligheid Vuurproefbank DUES COARM WA NSG AG MTCR Externe adviseur Toezichthouder Interne gebruiker Eloket MVP niet voorzien in MVP Partner portaal MVP Legend Goedkeuring / Afkeuring Machtiging machtiging machtiging (op bedrijf) advies opvragen weigeringen opvragen informatie Certificatie obv EUC EUC (gelegaliseerd) delegatie Goedkeuring Goedkeuring Validatie analyse (2e) Validatie analyse (1e) Technische analyse Beleidsanalsye Beoordeling aanvraag Signataire goedkeuring Inbreuken (militaire doeleinden) Inbreuken (dual use only) gebruik van vergunning aanvraag Transacties registratie- gegevens Aanvraag Transacties Registratie- gegevens ad hoc vragen (rapporten) aanvraag (indien nucl.exp circ1of2) Weigeringen Vergunning lezen Dossier Notificatie van een beslissing weigeringen van aanvragen Rapporten EUC aanvraag vergunning Toekenningen Dossier ter goedkeuring advies class Dossierdefinities Subdossiers (child) Aanvragen Contact Advies Advies Vuurproefbank Rapportering Aanvraag Civiele Vuurwapens Aanvraag Militaire Doeleinden aanvraag Dual Use Inbreuk Machtiging Communicatie 0..* 0..* 0..1 0..* 0..1 0..*1 0..11 0..*11 0..* 1 stm aanvraagdossier Final Ingediend In te dienen onontvankelijk Analyse Validatie Goedgekeurd VervallenGeweigerd Gearchiveerd Ingetrokken geschorst Stopgezet Aanvraag indienen archiveren Technische analyse én beleidsanalyse uitgevoerd niet-ontvankelijk analyse onvolledig, bijkomende informatie aanvraag geweigerd Aanvraag goedgekeurd Geldigheidsdatum verstreken Beperken vergunning archiveren archiveren vernietigen Aanvraag indienen tussentijds bewaard onvolledig niet-ontvankelijk ontvankelijk voortzetten, beperken schorsen intrekken Behandelen in backoffice stopzetten archiveren
- 13. DCSG Backoffice Partner portalE-Portal requests Request Advice External Backoffice: internal External Partners Report Violation
- 14. Digital portal
- 18. GIF
- 19. Backoffice
- 25. Partner portal
- 28. Impact • Follow-up via turnaround times • Efficiency gains • Status is clear for all parties • Higher insight and less unnecessary communications • Task automation • Manageable workload in lists • Reporting capabilities • Ad hoc reporting - Parliament • Yearly numbers and reporting Digitizing unit for Strategic Goods Control
- 30. Zorgtoeslag - Special Child Care Benefit Kind & Gezin is an agency of the Flemish government. Focuses on preventive treatment and guidance of young children geared to good outcomes in the future. Context: Federal Public Service Social Security treated the child benefits and special care child benefits until January 1, 2019. → Child allowances under the authority of the individual regions: → for Flanders: agency K&G will look after for a correct treatment Project goals: • Deadline 01/01/2019 to work digitally – 3/4 month implementation • Easy to learn • Adaptable system to be able to phase (scope) and grow • Data quality • Treating case in correct time frame • Integration with other systems and sources
- 31. ‘Groeipakket’ (3: print and send) Kring (2) (4: receive and scan) (1: request) (5: reminders) Evaluating doctor (7: add evaluation to case) (8) (8) (9) (8) Health insurance funds Flemish region Brussels region FPS Finance … (6: add doctor & appointment) (2: forward to K&G)
- 36. K&G Doctor
- 38. • Fast delivery because of low code platform • Document generation and treatment automation trough QR code • Less manual work trough integrations • Kring (INSZ) • SharePoint • Existing Portal log-in for doctors Added Value Zorgtoeslag - Special Child Care Benefit