Procedures and document management
The stored electronic documents may be digitalized incoming documents (e.g. written applications by citizens, received letters, etc.), outgoing documents created by independent applications and later attached to the cases (which are managed in the VOPI application), outgoing documents created by other dedicated applications of the 3OIS group and automatically entered in the VOPI cases, and internal and outgoing documents created in the VOPI system during procedures of resolution of cases, on the basis of pre-prepared templates for individual fields (e.g. various decisions, orders, letters, information, etc.).
A uniform supporting data infrastructure and a central supervision of user rights to access data ensure the authorized users to search saved documents in different ways, to view inventory and traffic data of documents, and to view archived documents based on the user rights level and on the level of document confidentiality. Access to data on individual cases is also possible from purpose applications of the 3OIS group, from 3GIS applications for spatial planning and from 3DOC web applications.
Several additional modules were created for the VOPI application, which supplement the system’s features for procedure and office management (insent notification of officials, notification of citizens, statistical reports on the status of cases, etc.). New features may be integrated subsequently, depending on the reached document traffic volume and on the client’s needs.
Computer support for office management procedures
The VOPI application supports organized office management that is implemented according to well established processes of administrative and non-administrative procedures. Besides recording documents, which are created during procedures of resolution of cases, the application also supports the creation of custom outgoing documents based on templates prepared by users themselves. Various additional modules supplement the basic features.
The VVP web application is intended for uniform recording, distributing, keeping and reviewing all incoming mail.
* VOPI/VIP – Outgoing mail management
The application is intended for uniform recording of outgoing mail. With uniform management an overview of all sent mail and additional preparation functions before delivering mail is ensured.
* VOPI/SCAN – capturing documents with barcode support
* VOPI/mail – notifications to VOPI users about events within the VOPI system
VOPI/mail is a back-end service which on the basis of pre-settable triggers prepares notifications about events within the VOPI system and sends them to the electronic addresses of users who are responsible for a certain field or who have to be immediately notified about an event, allowing them to continue the procedure they are carrying out.
Examples of such events are the receipt of a new application relevant to the issue of a building permit, recording of the payment of a case tax with a certain classification, etc.
Triggers of internal notifications about events within the VOPI system can be also set to events which can occur in purpose applications of the 3OIS system.