We helped the Ministry of Economy manage documents in a fast, simple and efficient way, including integration with the project management system.
In many companies and public sector organizations, the bloodstream through which documents travel is called – electronic mail. The first email in its current form, with the recognizable “@” sign separating the user from the user domain, was sent in 1971 in the United States, as part of the ARPANET project. It was sent by Ray Tomlinson, who also developed the first program for sending email messages in the form we all recognize today.
Sending documents by electronic mail has become a part of everyday life. It is very practical, but it also has its drawbacks. When the number of documents within an organization grows significantly, it becomes problematic to find documents, determine which version is current, involve a large number of collaborators on a project … Because of all this, systems for structured document management, known in English as Document Management Systems, or “DMS” for short, have been developed.
Our client, the Directorate for EU Programs and Projects, European and International Affairs of the Ministry of Economy and Sustainable Development of the Republic of Croatia (MINGOR), expressed a need and interest in just such a system, in order to "tame" the forest of documents and instead of a considerable mess, to have the documents "dance" to the rhythm of the organization and its needs.
The specificity of the project was the client's request for the integration of the DMS system with the project management system (PMS) based on the Primavera platform. The client is supported in the implementation and work with the Primavera system by our partner, the company Primakon.
The joint operation of both systems and their integration provides the user with a number of important functionalities such as:
- A unified, central overview of the most important information, documents and reports
- A central document repository
- Monitoring the financial and performance of projects
- Management of HR processes
The result of this project was a significant optimization of the document handling process in the Ministry. The document management system we implemented made the processes more efficient, transparent and cost-effective. Users could easily access documents, share them easily and collaborate in real time, all in an environment that was fully customized to their specific requirements.
Microsoft technology was used for the project – more specifically, the document management system itself used Microsoft's SharePoint platform. Ease of use and compliance with visual standards and the way other Microsoft products are used, which are well known to users, were important for quick and "painless" acceptance of the system by end users and the inclusion of the system in their daily work environment.
User satisfaction is always a top priority for Perpetuum, and in this project we focused particularly on the user experience. Users expressed satisfaction with the new system and its ease of use. Their time spent searching, viewing and sharing documents decreased, allowing them to focus on their core tasks.
This project also brought many other business benefits to the Ministry of Economy. In addition to significant time and cost savings, the Ministry now has a more efficient, reliable and secure way of managing documents, which has increased the productivity of the entire team. The system also has the ability to be upgraded and adapted to meet the future needs of the Ministry, ensuring long-term value for the investment in the project.