1. Process Modeling Project
Documentation Centre for Environmental Reporting in National & Regional Newspapers.
Presented by
Janeth pineda
Pedro cornejo
Divyanshu singh
Sujoy chatterjee
20.01.2012

2. Contents
1. Abstract
2. Block Diagram overall activity of The NGO.
3. Block Diagram of the News Article Documentation activity.
4. Process Modeling – News Article Documentation – Level 1
5. Process Modeling – News Article Documentation – Level 2
6. Areas of improvement.
7. Process Modeling – News Article Documentation – Improvements
8. Recommendations

3. Documentation Centre for Environmental Reporting in National & Regional Newspapers.
Abstract
With the objective of assisting Researchers with a suitable archive of environmental and environment
related Socio-Political reporting in newspapers, a Documentation Centre is being run by an NGO in
the eastern part of India.
The documentation centre maintains clippings of related news items, on environment and
environmental issues, from a number of national and regional Newspapers since 2005.
We intend to model the process presently followed by the archive on a yearly basis and would try to
recommend a few changes in the process to achieve quantifiable improvements.

4. Leading
process
Value
Adding
Process
Support Administra- Finance Accounting IT Audit
Process tion Planing

5. Documentation And Archiving
Selection & Collection of News Articles
Approval Serializa
Selecting Selecting
for tion and
Source Articles
Collection Archiving

6. Level-1

7. Business process part-3

8. Areas of Improvement
1. Restrict use of Hard copy during selection process.
2. Non-value adding Cost Reduction through reducing Storage of Hardcopy.
3. Reduce unproductive document handling time and add value to activity and people.
4. Reduce duplication of job and resources in making the compendium.

9. Present pattern of major Components of variable Cost
Major Cost Component % to Total
Rent 19
Payroll 63
Resources 3
Overhead 15
70
60
50
40
30
20
10
0
Rent
Payroll
Resources
Overhead

10. Level-1

11. Recommendations:
1. Digitise the Catalogue by introducing an easy-to-use Document Handling Software and
Scanning of Documents after Sub-Editors do the pre-selection. The rest of the process can be
done on digital copies. This will have some initial Capital Expenditure, which will be offset
over time.
2. Store Hard-Copy maximum up to 3 years and create digital archive. This leads saving of high
cost of space & allied maintenance. This has a very long-term effect. Hardcopies may be
phased out gradually with a dependable system. In the present case, this will lead to
approximately 8% reduction in overall variable cost.
3. Documents handling and storage leads to Administrative Overheads and are
mostly non-value adding labour. This cost can be used to increase the size of the Archive.
With the present improvement, it is expected to be reduced by 30% .
4. A large part of total time is involved in reading articles for selection, which can not be
compromised. However, the introduction of digital handling and storage will reduce time of
cataloguing, which is expected to have 15% overall reduction effect.
5. Last but not the least the new system will reduce duplication of Job during Compendium
publication. After the tagging is done as “Most Relevant”, the soft copy can effortlessly be
stored handled in a New Database.
6. Presently there is no specific system of measuring the success of the existing process. The only
success remains the fact that such a useful effort is being carried out with very limited
resources. However, the improvements recommended in this work will form the baseline for
any future process improvement effort.