PrimeIT has been developing projects in the public sector, mainly within the scope of the Action Plan for the Digital Transformation of the Portuguese State. With these projects, the reduction of bureaucracy in the public sector has become a reality.

This strategic objective has reached the most diverse public entities as a way of speeding up processes and reducing administrative effort. One of these entities is the Escola Superior de Enfermagem de Coimbra (ESEnfC), with which PrimeIT has collaborated in the past.

Currently, the technological consultancy has started a new project with ESEnfC with the aim of dematerialising and digitising processes. In this article, we will explain the processes that have been optimized in this entity.

 

Table of contents

Case study – Escola Superior de Enfermagem de Coimbra (ESEnfC)

• The objectives
• Optimization of workflow and document management
• The results

 

Conclusion

 

Case study – Escola Superior de Enfermagem de Coimbra (ESEnfC)

The Coimbra College of Nursing is one of the public sector entities included in the Transversal Action Plan for the digital transition of Public Administration.

As with other public entities, ESEnfC continued to handle its administrative procedures manually. This methodology, as it is more time-consuming and bureaucratic, translates into more time spent dealing with a process and a higher rate of effort on the part of employees.

 

The objectives

To make these processes more convenient, PrimeIT was chosen to acquire and implement workflow and document management software. That is, optimizing various processes at the Higher School and creating a document repository, using a single platform.

The processes to be digitized and optimized include requests for extracurricular events, acquisition of goods or services, exam scheduling, general requirements, digital signatures, among others.

 

Optimizing workflow and document management

Digitization is an essential process for ESEnfC procedures to be more efficient.

To this end, PrimeIT chose to use software from Konica Minolta Business Solutions, a technology already known for providing platforms for reducing bureaucracy, process integration and document management.

In order for procedures to be optimized, it is necessary for this platform to recognize the processes and for them to be interconnected. PrimeIT has therefore advanced in the development of processes within the platform, including a document repository and the automation of requests and acquisitions of goods or services.

 

Expected results

By implementing this software and making it transversal to the entire School, integrating processes, PrimeIT has replaced previously manual processes with automated processes that take less time to complete and require less administrative effort.

In this way, it is expected that the administrative efficiency of ESEnfC will be improved, with relevant impacts, such as:

• Easy access to documentation.
• Lower the number of lost documentation.
• Greater speed in carrying out administrative tasks.
• Lower risk of human error.
• Seamless communication between departments and employees.

 

In addition to these advantages, through the reduction of bureaucracy and digitalisation, ESEnfC may have benefits in terms of:

• Environmental – as it reduces the use of paper and other physical materials).
• Infrastructure – as it can free up space previously occupied by physical documents.
• Cost – since it will not be necessary to have the same physical storage and the same quantity of printed documents.

 

Conclusion

As a public entity, the Escola Superior de Enfermagem de Coimbra is included in the Portuguese Government’s digital transition program. This program, which aims to transfer manual procedures to digital ones, is essential for the modernization of the public sector.

To achieve the digitalization of ESEnfC’s manual processes, PrimeIT is working with the entity to acquire and implement workflow and document management software from Konica Minolta.

With this implementation, it is expected that processes such as requests for extracurricular events, scheduling of tests, the creation of a document repository and the implementation of digital signatures will be automated and digitized.

The PrimeIT and ESEnfC partnership could, consequently, bring numerous benefits to the public entity, mainly in terms of efficiency and cost reduction. At the same time, this project, which has added value at a logistical, financial and operational level, can be implemented in other Schools and State entities.