A dematerialization project affects the entire Cambodia WhatsApp Number List and the employees of a company or an administration. Many factors therefore come into play such as technical, functional, organizational and above all human aspects. Each stage of the project, from launch to generalization, must therefore be carefully evaluated and sized because butterfly effects are not uncommon in these projects. However, due to their scale, dematerialization projects are real springboards for moving organizations because they confront the reality on the ground, employees, states of mind, influences and motivations. Key success factors to launch, design, implement and manage your dematerialization project for a public service:
From the first phases of a dematerialization project, mobilize a “user team” comprising all types of employees (even senior executives) by evaluating for each profile the weight that the subject represents for them. These users must be motivated customers and interested in the project. Piloting the project by operational risks (not by productivity gains), indeed it is illusory to think that on the dematerialization of back-office processes, productivity gains will be measurable in the short term. Have a very high-ranking sponsor throughout the duration of the project, i.e. someone who is not operational on the project, who wants the project to be successful and who will do everything to help you in difficult times
Key success factors to launch, design
Have the support of assistants. The assistants are very familiar with the processes, the unspoken rules, the workflows. They will be able to give you a global vision of the operation and the organization, and they are often the shadow contributors on a large number of back-office processing procedures. On your project to dematerialize a public service, you will need them. Start your project with an experimentation phase. It is essential to start small, with pilot entities, or to deploy in waves which will make it possible to refine the processes, the uses, the opening strategy … Have a local support organization and scalable and efficient maintenance to adjust quickly. A dematerialization project is a change management project because
it modifies daily practices and can upset entire sections of the organization’s culture. The assistance and adjustment device will allow users to take calls and set up support / system development actions. The support team will also carry out field and close actions with users (service meetings, the establishment of an FAQ, the regular animation of meetings with the assistants, the establishment of “reminders” of training with flash sessions provided in the field) Support management and existing bodies to ensure communication and bilateral information transfer between the project team and usersSet up a system for observing and measuring results via statistics on assistance tickets, changes
Have the support of assistants
, quantitative indicators on dematerialized processes (processing times, volumes of files processed, etc.). These elements pave the way for analyzes and reporting making it possible to factualize and dispassionate the debates, to report on the feelings in the field and to take stock of the experiments. Points to watch out for in your public service dematerialization project: The lack of a global vision of a process. On certain processes, steps may be difficult to understand by the project team, such as implicit collaboration processes, routine operations, the logic of archiving files, interactions by email, anchoring to the use of file servers . It will therefore be mandatory to proceed by adjustment so that the system is really suitable and efficient, trying to do the best for the start.
The lack of detailed understanding of the functioning of the multiple input channels for processing cases. The pre-qualification actions, the quality of the data recording, the use of RAD or LAD Recognition or Automatic Reading of Documents (they do not work for all types of documents), the configuration of scanners or even distinctions between functional, nominative or “system” mailboxes must be evaluated Directories of employees and entities not updated. The workflow of dematerialization systems is based on the directories of employees and of the organization’s entities, and the institutional directories of organizations are not regularly updated. The directory specific to the dematerialization system must therefore be easily managed to overcome this subject (or its synchronization with a Directory (AD, LDAP, etc.) itself impeccably maintained)