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E-DMS Solution as A leading Practice Agriteam Canada Consulting Ltd Small Scale and Micro Irrigation Support Project i SMIS-IT
Document Management System (DMS) Solution
September 2019
In association with
E-DMS Solution as A leading Practice Agriteam Canada Consulting Ltd Small Scale and Micro Irrigation Support Project ii SMIS-IT
CONTRIBUTOR SMIS-IT
DATE SEPTEMBER , 2019
PROJECT OFFICE SMIS-NPMU
VERSION DRAFT
THEMATIC ICT
IN ASSOCIATION WITH
SMALL SCALE & MICRO IRRIGATION SUPPORT PROJECT (SMIS)
DOCUMENT MANAGEMENT SYSTEM (DMS) SOLUTION
E-DMS Solution as A leading Practice Agriteam Canada Consulting Ltd Small Scale and Micro Irrigation Support Project 3 SMIS-IT
Document Management System (DMS) Solution Document Management System (DMS) is a solution or tool, or method used to capture, manage, store,
preserve, deliver and dispose of 'Documents' across the bureau. In this context 'Documents' are any
knowledge products including office documents, project documents, Guidelines, Training documents,
manuals, images, graphics, Maps, etc … as well as the new electronic objects such as Web pages, email,
instant messages, and video.
The current DMS solutions are web-based platforms that enables bureaus to:
Control the creation and authentication of documents
Exercise version control where multiple versions of a document are maintained
Manage storage of documents in a way that facilitates convenient retrieval of a particular
document when needed
Ensure security and safety of documents with the dual objectives of preventing unauthorized
access to documents and allowing recovery from physical damage or loss of documents
Creates the policy for archiving old documents and disposing them at the end of their life
Innumerable knowledge products including books, manuals, guidelines, directive manuals, procedures,
project documents, and captured in audio/video materials developed by government bureaus and other
counter parts by many offices.
These knowledge products provided to certain employees/staff at the time of workshop or training,
meeting, or the staff could be part of the development of the products. They usually stored in the
individual staff office desk or personal/office computer, they are not shared to the other staffs and
usually these documents are not utilized by the staffs.
Retrieving/searching the knowledge products when they are needed, is almost impossible as the staff
may left the office or the documents randomly stored in some the office cabinets, or the computers
corrupted due to viruses or other problems, or the documents get lost. As a result, the bureau’s staff
spent a lot of time in getting these documents; usually they ended up in creating repeatedly the same
documents.
To address this critical problem of KM, SMIS proposed introducing electronic DMS solution to the
bureaus, mainly Federal SSID, Amhara Bureau of Agriculture (BoA), Tigray Bureau of Water Development
(BoW), Oromia Irrigation Development Agency (OIDA) and SNNP Irrigation Scheme Development
Administration Agency (ISDAA). This DMS solution will improve the storage, sharing and utilization of
project documents, office documents and any knowledge products of the bureaus.
The DMS solution a web-based system developed as per to the bureau’s requirement and document
workflow and enables staffs access and utilize their documents from everywhere at any time. This
system is accessible from regions, zones, woredas or anywhere as far as there is connectivity to the DMS
server.
SMIS also provided to the bureaus the required IT infrastructure for the DMS solution, a high-end Server
machine with Windows 2016 server operating system and server-based antivirus software. The DMS
solution is deployed on this server for each bureau. The system is currently up and running.
E-DMS Solution as A leading Practice Agriteam Canada Consulting Ltd Small Scale and Micro Irrigation Support Project 4 SMIS-IT
The DMS solution is an IT driven solution that enhances the knowledge creation, capturing, storing,
sharing and utilization. As any software solution, it requires hardware, software and network
infrastructure accordingly SMIS supported the bureaus to create full-fledged DMS solution in the
bureaus.
Hardware and Network Infrastructure SMIS has procured a high-end server machine deducted for the DMS system, Licensed Windows 2016
Server operating system and established the bureaus data center with Server Rack 22U, with AC.
SMIS has also maintained and upgraded the local area network (LAN) infrastructure of the bureaus
especially of the Oromia OIDA as the most of the LAN connectivity of the bureau was done by support of
SMIS. SMIS has also procured licensed antivirus software for the DMS server to be renewed every year.
DMS software SMIS has studied and the structure of the bureaus, the project areas and the document flow of every
bureau, how documents are produced, verified, approved and disseminated in the bureau. Using these
details, SMIS with the involvement of the bureau has recruited a developer company to develop the
DMS solution according to the requirement of the specific bureau. This DMS software passed all the
stages of the software development cycle and currently it is operational in all the five bureaus.
Capacity building Since the electronic DMS solution a new innovative practice introduced to the bureaus, capacitating the
staff of the bureaus in using the solution was one of the core activities of SMIS. Accordingly an End-user
level and technical training provided to the bureaus staff and IT respectively.
As an outcome of this intervention, the document management of the bureau improved. Currently OIDA
has uploaded 10GB documents of different thematic produced by different sections, and additional 4GB
document are cleaned and organized ready for uploading. Likewise the federal SSID has uploaded 7.8GB
documents and it is online accessible by authorized users (http://197.156.64.205:8080/DMS ).
SNNP started to upload documents from all departments recently they uploaded 4GB files. The other
regions are also in the process of cleaning up of back logged data and uploading to their DMS solution in
their office. SMIS is providing JES when there are technical problems raised.
The following pic the change of the state of the document management in the bureaus.
E-DMS Solution as A leading Practice Agriteam Canada Consulting Ltd Small Scale and Micro Irrigation Support Project 5 SMIS-IT
Ensuring knowledge is well preserved in the bureaus, shared and utilized among the staff for better
performance and yield should be one of the major target of the leaders and management of the
bureaus. The DMS will be sustained by making as one major activity in their annual work plan, allocating
budget for maintenance and technological requirement, assigning dedicated staffs/IT that manage and
administrate the over all tasks of the DMS solution, providing regular capacity building and coaching for
the staffs in utilizing the system.
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