Implementation of the Controlled Documentation System for the Ministry of Regional Development of the Czech Republic

Our controlled documentation is lean, up-to-date and available online for all employees who need it to do their job

The Ministry of Regional Development has implemented a comprehensive quality management implementation project. It included the optimisation of the entire documentation management system. At the beginning of the project, the Ministry of Regional Development maintained more than 4,000 different management documents in its repositories. There was no uniform system of document review and updating. The aim of the project was therefore to review and streamline the MMR’s controlled documentation, to decide on the binding nature of individual documents for specific groups of employees and to introduce IT support for updating and publishing documents.

What was the assignment?

The whole solution for controlled documentation had a clear vision from the MMR. The selected software had to fully support the review of several thousand documents, enable their review in terms of timeliness, identify guarantors and preparers for them and ensure transparent updating and publishing to precisely defined target groups. The aim was to ensure that each MMR employee used only those governing documents that were relevant to his or her job, had them available online and could easily keep up to date with changes and updates. Within the entire quality management system, it was then necessary to ensure that the documentation management was linked to the processes due to the gradual replacement of text documents by computerised process models.

Why ATTIS?

ATTIS provides an integrated solution for documentation management and process control already in the basic offer. At the same time, it allows the use of process roles to assign specific groups of employees to management documents that are binding on them. This solution allows employees not to have to read all of the organization’s governing documents, but to work only with those that are directly relevant to them. ATTIS was also chosen because, in addition to document management and process management, it offers other modules that cover all the requirements for quality management within the scope of the binding government guidance.

Lean controlled documentation that is up-to-date and available online for all employees who need it to do their job

In the first phase of implementation, extensive customizations to ATTIS were agreed to fully support the review of over 4000 documents. All documents were downloaded to the ATTIS database. The contractor made custom modifications to facilitate the work of the review team. The result was a reduction in the number of valid governing documents recorded from the original 4,000+ to the final 160. The roles of preparers and guarantors were established for all documents. Automatic monitoring of the validity and effectiveness of documents was implemented, as well as the sending of notifications to the responsible persons after the review deadline. By linking to the relevant process roles, the documents were made binding on specific groups of employees. Each employee has his/her binding documents online accessible from his/her personal page, where he/she is also sent information on changes and tasks to demonstrate familiarity with new or updated documents. ”

For the external audit, we needed to locate governing documents that related to a specific MMR agenda. Previously, this would have taken at least two days. With ATTIS it took less than ten minutes. In addition, we have the assurance that we did not overlook anything important”.

Internal Audit Officer of the Ministry of Regional Development