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Paperless Office Design

CONTENT

Why Initiative?

Engagement of Quantum Consulting

Values for CARNET

Conclusion

CARNET

Croatian Academic and Research Network – CARNET is a public institution operating within the Ministry of Science and Education in the field of information and communication technology and its application in education.

Why Initiative?

CARNET wants to take the initiative to improve business processes efficiency. The idea of ​​the initiative is to transform business processes in such a way that paper documents will be replaced by documents in digital format.

The main goals that will be achieved through the implementation of the initiative:

  • Raising the efficiency of operational business – simplification and/or automation of manual activities in the process and reduction of the time required for their execution,
  • Reduction of operational costs – reduction of the total number of hours of human labour required to find, process, receive, deliver and archive documents, and reduction of costs for office paper, printers, toners, inks and printer maintenance.

Before deciding whether to start implementation, CARNET wants to create a document that will provide answers to the following questions:

  • Which processes and applications will be covered by the initiative,
  • How processes should be changed and what new functionalities should be added to applications,
  • How to integrate all this with other applications in use in CARNET,
  • Which documents may and may not be replaced by a digital format,
  • How extensive the project is, how long the realization will take and what the cost of implementation will be?

All this information will be the basis for deciding whether to start a project for the implementation of the initiative.

An analysis of the knowledge required for high-quality documentation preparation for the “Paperless Office” project resulted in the conclusion that CARNET does not have the necessary knowledge and human resources, therefore it is necessary to engage an external supplier specialized in the preparation of documentation for the implementation of digital business transformation projects.

Engagement of Quantum Consulting

Quantum Consulting, a company specializing in providing documentation preparation services for the implementation of optimization and digital transformation projects, was hired to prepare the documentation.

Quantum Consulting experts performed an analysis of processes and applications in CARNET, and created a document that:

  • Provided diagrams of the current and future (changed) state of the process,
  • Described the requirements for new application functionalities,
  • Defined a detailed specification for the development of a new application that will enable paperless operations for all processes in CARNET,
  • Defined the methods/types of connection with applications in use.

The document was created in accordance with TOGAF and ArchiMate standards using the BOC Group ADOIT platform.

Values for CARNET

The creation of the document brought the following values ​​to CARNET:

  • The content of the document enabled a decision to be made on the feasibility/launch of the project
  • The content of the document is an excellent basis for creating technical specifications for the tender for the selection of the contractor, and the requirements that the contractor must meet during the project implementation
  • The created document describes very precisely the future processes/business of CARNET, so that it was possible to verify the quality of future business even before the project was executed, and to have certainty in the full achievement of the defined goals of the initiative
  • Fully described processes (future process diagrams) and precisely defined requirements for applications (which will support the defined processes) will contribute to the high quality of the digital transformation
  • The implementation of the initiative will achieve cost reduction and increase the efficiency of operational business due to the reduction of costs for office paper, printers, toners, inks and printer maintenance, and a significant reduction in the time required for: finding, processing, receiving, delivering and archiving documents.

Conclusion

The expertise of Quantum Consulting resulted in the creation of a document that have enabled CARNET a high-quality digital transformation, fully in line with the requirements and goals of the “Paperless Office” initiative.

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