SGIWI

Electronic document workflow system – SGIWI

The Information Collection and Exchange System (SGIWI)…

…is management support software designed for processing and collecting information, aimed in particular at the needs of public administration and local government units. It works especially well in institutions that have so far relied on manual (paper-based) cataloguing and processing of cases.

The system is built in a technology that allows it to be used through a standard web browser. SGIWI can be used both on an institution’s internal network and by people working remotely or in the field. The technology also allows it to be deployed in multi-branch institutions with a distributed structure.

Our experience and the very well received deployments of SGIWI-type systems in institutions such as the District and Voivodeship Sanitary and Epidemiological Stations in Warsaw mean that the chances of a successful deployment in your institution are very high.

We put at your disposal both the software and ourselves – our commitment, knowledge and experience.

We invite you to learn more about the SGIWI concept and its capabilities. The modular design of the system leaves the way open for new modules to meet the expectations and individual needs of each institution.

We are happy to answer any questions by e-mail or phone – and best of all, during a face-to-face meeting and software presentation.

Core system modules

SGIWI has a modular design. We have made sure the system is scalable and can be extended with new functions or modules.

If the functionality presented here is not sufficient for you, we will be glad to learn about your needs.

If necessary, we can extend an existing module or create completely new functionality to meet your individual needs.

The core modules of our system are presented below.

Electronic form editor

SGIWI comes with an electronic form editor. With it, the SGIWI platform can be used to quickly create and store e-forms and, in the e-Office module, to display them and make them available to citizens.

The editor’s features include:

• versioning of form data and saving it in SGIWI
• use of XML technology, in particular XML, XSLT and XML Schema
• a ready set of fields available via drag & drop
• adding graphics, text and contextual help
• defining display and validation rules, etc.
• testing a form before publishing it

Correspondence register

The correspondence register is the second of the core registers in SGIWI. The correspondence log contains all documents received and/or sent by the institution. It is an electronic extension of the classic correspondence book kept in every office. Documents arriving at the office are registered as entries in the correspondence log, paper documents are converted into digital form and then “move” through the system electronically. After registration, an entry in the correspondence log is assigned to individual people according to the assignment path defined in the system.

Registered correspondence is visible in the system as a list of entries in the correspondence register. Individual users see the entries they have access to according to their permissions.

API

SGIWI version 3.0 has an advanced API (Application Programming Interface) – a universal interface that allows other applications to communicate and exchange data with SGIWI.

The SGIWI API is based on the SOAP protocol and allows external applications to integrate deeply, implementing the functionality of an integration broker. The API also ensures full isolation and security of the system, exposing to external applications only selected functions strictly controlled by the system administrator.

Contractor register

The contractor register stores contact details and other information useful for describing and working with a contractor. In SGIWI, contractors are entities, institutions, companies and private individuals – in short, everyone the organisation takes action towards or has been in contact with. The contractor register contains both the parties that cases concern and the senders and recipients of correspondence to and from our institution.

Case register

The case register is the main register in the system. It can be compared to a classic case folder. Besides the information defining the case itself, a case in the system contains other system elements associated with it – just as a paper case folder contains, for example, letters received or sent in the course of handling that case.

E-mail correspondence

SGIWI includes an integrated e-mail module, providing a comprehensive approach to all correspondence in the institution. The module allows managing many mailboxes and assigning them to employees. Like traditional correspondence, e-mails can be linked to cases, which makes finding specific information exceptionally easy.

e-Office module

As SGIWI developed, version 3.0 introduced a number of functions supporting the work of a city hall.

A new feature is the e-Office module, which gives users access to a range of new functions, including:

• Electronic Inbox (ESP)
• Contact boxes
• Electronic forms
• Public Information Bulletin (BIP)
• Service catalogue
• PAYU
• DOTPAY
• EPAY

Activities

The activities module was created for the day-to-day work and coordination of all activities carried out by employees. It allows precise management of working time, schedules, meetings, visits, inspections and so on. A convenient graphical data presentation module makes work easier by allowing a quick assessment of the situation.