AuraQuantic Case Studies Digital Transformation of Infrastructure Project Management at the Ministry of Interior of Colombia

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	Digital Transformation of Infrastructure Project Management at the Ministry of Interior of Colombia AuraQuantic

Digital Transformation of Infrastructure Project Management at the Ministry of Interior of Colombia

AuraQuantic

Technology Category	Application Infrastructure & Middleware - Middleware, SDKs & Libraries Infrastructure as a Service (IaaS) - Public Cloud
Applicable Industries	Cement Construction & Infrastructure
Applicable Functions	Product Research & Development Quality Assurance
Use Cases	Construction Management Infrastructure Inspection
Services	System Integration Testing & Certification
Challenge	The Department of Infrastructure and Development at the Ministry of Interior of Colombia was facing a significant challenge in managing its infrastructure projects. Between 2010 and 2016, the department approved 1,138 infrastructure projects with a total contribution of approximately 410 million USD from the National Security and Coexistence Fund. The Viability Process, which is made up of 8 sub-processes and involves interaction from 13 professionals and 3 support staff, was complex due to the manual coordination of activities. In 2015 alone, 974 projects were reviewed and evaluated, each containing an average of 120 pages of documentation. The lack of document management made monitoring and obtaining information difficult, and the supporting documentation needed to be submitted in person, requiring public officials from across the country to travel to Bogota. The department also needed to generate reports for various government entities, but the large volume of records generated without automation did not provide any process traceability or accurate information. Read More
About Customer	The customer in this case study is the Department of Infrastructure and Development at the Ministry of Interior of Colombia. This department is responsible for enforcing infrastructure policies to promote public safety and the preservation of civic life throughout the Colombian territory. It fulfills its mission using Viability, Approval and Supervision processes for infrastructure projects, mobility and integrated emergency systems for security and coexistence. The department works with 1103 mayors from the municipalities, 32 departments and other entities such as the National Police, the Colombian Maritime Authority, and the Department of Justice. Read More
Solution	To address these challenges, the Department of Infrastructure implemented an information system for infrastructure projects, known as the SIPI Project, using the AuraQuantic Helium iBPMS Platform. This platform semi-automated the Viability sub-processes, allowing external and internal users to participate in the processes and share documents in a coordinated manner. Document management and registration became implicit in the process, eliminating the need for supervision and enabling projects to be accessed and monitored from start to finish. The SIPI Project also included a robust security system to guarantee user authenticity, role-based activity distribution, web-based architecture that allows the same activity to be executed in parallel, minimum re-structuring of processes with optimized processes and sub-processes, dynamic execution of sub-processes, and the generation of statistical reports and monitoring. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Middleware, SDKs & Libraries

Infrastructure as a Service (IaaS) - Public Cloud

Applicable Industries

Cement

Construction & Infrastructure

Applicable Functions

Product Research & Development

Quality Assurance

Use Cases

Construction Management

Infrastructure Inspection

Services

System Integration

Testing & Certification

Challenge

The Department of Infrastructure and Development at the Ministry of Interior of Colombia was facing a significant challenge in managing its infrastructure projects. Between 2010 and 2016, the department approved 1,138 infrastructure projects with a total contribution of approximately 410 million USD from the National Security and Coexistence Fund. The Viability Process, which is made up of 8 sub-processes and involves interaction from 13 professionals and 3 support staff, was complex due to the manual coordination of activities. In 2015 alone, 974 projects were reviewed and evaluated, each containing an average of 120 pages of documentation. The lack of document management made monitoring and obtaining information difficult, and the supporting documentation needed to be submitted in person, requiring public officials from across the country to travel to Bogota. The department also needed to generate reports for various government entities, but the large volume of records generated without automation did not provide any process traceability or accurate information.

About Customer

The customer in this case study is the Department of Infrastructure and Development at the Ministry of Interior of Colombia. This department is responsible for enforcing infrastructure policies to promote public safety and the preservation of civic life throughout the Colombian territory. It fulfills its mission using Viability, Approval and Supervision processes for infrastructure projects, mobility and integrated emergency systems for security and coexistence. The department works with 1103 mayors from the municipalities, 32 departments and other entities such as the National Police, the Colombian Maritime Authority, and the Department of Justice.

Solution

To address these challenges, the Department of Infrastructure implemented an information system for infrastructure projects, known as the SIPI Project, using the AuraQuantic Helium iBPMS Platform. This platform semi-automated the Viability sub-processes, allowing external and internal users to participate in the processes and share documents in a coordinated manner. Document management and registration became implicit in the process, eliminating the need for supervision and enabling projects to be accessed and monitored from start to finish. The SIPI Project also included a robust security system to guarantee user authenticity, role-based activity distribution, web-based architecture that allows the same activity to be executed in parallel, minimum re-structuring of processes with optimized processes and sub-processes, dynamic execution of sub-processes, and the generation of statistical reports and monitoring.

Impact #1	The implementation of the SIPI Project has resulted in a more efficient and effective management of the Viability Process. It has integrated people, processes and technology, resulting in an agile and flexible management of the process. It has also reduced the steps involved in activities and procedures, and decreased response times while increasing quality. Most importantly, it has driven a cultural change in the organizations by combining technological innovation with intellectual capital. The SIPI Project has also enabled the integration of external users in the processes, allowing mayors and territorial entities to participate in the process from any municipality of Colombia. This has resulted in increased synergy between information management and workflows, and the use of digital signatures as a security mechanism.

Impact #1

The implementation of the SIPI Project has resulted in a more efficient and effective management of the Viability Process. It has integrated people, processes and technology, resulting in an agile and flexible management of the process. It has also reduced the steps involved in activities and procedures, and decreased response times while increasing quality. Most importantly, it has driven a cultural change in the organizations by combining technological innovation with intellectual capital. The SIPI Project has also enabled the integration of external users in the processes, allowing mayors and territorial entities to participate in the process from any municipality of Colombia. This has resulted in increased synergy between information management and workflows, and the use of digital signatures as a security mechanism.

Benefit #1	1,138 infrastructure projects were managed and approved between 2010 and 2016.
Benefit #2	Reduced the time spent on collating project documentation by approximately 120 8-hour working days a year.
Benefit #3	Enabled real-time process monitoring, control and traceability.

Benefit #1

1,138 infrastructure projects were managed and approved between 2010 and 2016.

Benefit #2

Reduced the time spent on collating project documentation by approximately 120 8-hour working days a year.

Benefit #3

Enabled real-time process monitoring, control and traceability.

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Overview

Digital Transformation of Infrastructure Project Management at the Ministry of Interior of Colombia

Operational Impact

Quantitative Benefit