Document managementwith ACTIRIS

By Marguerite Frébutte (CIO @ ACTIRIS)

Anne-Lise Charles (Project Manager @ ACTIRIS)

Xavier Van Driessche (Project Manager @IRIS)

ACTIRIS is

Brussels regional employment office

Their missions are:

• Guarantees a qualitative support to all jobseekers in their transition to qualitative and sustainable employment

• Provides solutions to employers for their employee search

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Operational departments

• Job seekers: support for the Job Seeker

• Availability check of the job seeker

• Employers: offers services to employers to help them find the best candidates

• Partnership and Employment Programs:

✓Partnership: management of agreements with partners

✓Employment programs: ACS, PTP, CPE, etc.

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IT Perspective

• 2015 First strategic plan from 2015 to 2017

• Objectives in terms of applications:

• Completely review our core business applications in order to modernize them but also to offer more online services

• Do not try to remake internally what already exists but integrate existing products.

It's the case for :

• CRM / MDM (Employers)

• Document Management

• Mailing tools

• Etc.

• Uncertainty: move to new building? No timing

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2016 New HeadquartersASTRO Tower

• Eco-sustainability - the highest passive tower in Europe

• Flex desk – New Way of Working (NWoW)

• Decision to go paperless!

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The initial project: public tender and pilot projects

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Launch of a tender for Document Management and awarded to IRIS at the end of 2015

Dematerialize

GED Solution + Validationworkflow

Challenges ?2 objectives

EmploymentPrograms

department

Partnership department

Approach 2 pilot projects

The selected solutions

Scanning and digitalization of documents

Document management and document workflow

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Advantages

• Ease of Search

• Versioning

•No more duplicates

•Digital Workflows (proofreading and validation)

• Secure documents

•Durability and Preservation of Documents

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Other use @ Actiris

• Creation of a platform for managing the relationship with the partner

=> use of IRISNext API

• Unique Job Seeker File: new platform: Allows the upload of CV, cover letters, etc

=> use of IRISNext

• IRISNext also behind the CRM

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ACTIRIS integrating IRISNext

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CRM

Multi-Function PrintersIRISNext API

UserDirect Access

from Desktop Browser

GED API

APICRM

APICE

Dossier Unique

Mobile Device troughFull Responsive

IRISNext GUI

What's next

• Management of documents relating to executive committees, management committees (IRISNext Responsive GUI)

• Inbound and outbound mail management

• Links with the accounting application

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The partnership between Actiris and IRIS in one word ?

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THANK YOU