UNICEF Document Tracking System

Document & Workflow Management Systems

Unicef

Period

2019 - Ongoing

Project Overview

A document tracking system for UNICEF in Uganda and Madagascar to automate the tracking and processing of Direct Cash Transfers (DCTs). It features a central repository with version control, role-based permissions, and automated notifications.

Objectives:

Implement a centralized system to track Direct Cash Transfers (DCTs) from initiation to completion.
Automate key processing steps to minimize manual effort and errors.
Enhance document management to ensure secure storage, versioning, and accessibility.
Provide reporting tools to monitor processing times and identify inefficiencies.

Scope:

The project managed documents for Direct Cash Transfers (DCTs) across UNICEF offices in Uganda and Madagascar.
It established a centralized repository to securely store and organize DCT-related documentation.
The initiative automated document workflows to improve the efficiency of processing and approving DCTs.
It also ensured compliance with UNICEF policies, maintaining data accuracy and security across regions.

Solutions Provided

Designed a centralized repository to store all documents in a single, secure location, improving accessibility and reducing duplication of efforts.
Implemented version control to track changes and maintain a history of document revisions, ensuring accuracy and accountability in document management.
Established role-based permissions to control access to sensitive information, ensuring that only authorized personnel can view or edit specific documents.
Set up automated notifications to alert users about document updates, approvals, or deadlines, enhancing communication and workflow efficiency.
Integrated the repository with existing systems to ensure seamless data flow and compatibility, supporting a cohesive digital ecosystem.

Second Image for UNICEF Document Tracking System

Outcomes and Benefits

Streamlined document management processes, significantly reducing the time required to locate and retrieve critical documents.
Enhanced compliance by automating workflows and ensuring adherence to organizational policies and regulatory requirements.
Improved collaboration across departments by providing a centralized repository for document storage and access.
Reduced operational costs by minimizing manual document handling and associated errors, leading to greater efficiency.