Project Objectives
Po Leung Kuk has more than 100 social service units in different locations and there are huge volume of files and paper documents. The application of DWMS carries the following objectives:
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Save resources from manual handling of documents

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Enhance efficiency by electronic approval / review process
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Facilitate the sharing of documents and information
Brief Description of the Project
The DWMS is divided into two modules: Document Management and Workflow
Management. Details are as follows:
1. Document Management System (DMS):
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With the concept of centralized filing, a standardized format with unified filing structure has been built. Documents such as memos, circulars, manuals, guidelines, internal & external news, training materials, form template, approved documents, reports are filed in the system according to their natures.
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Staff can access the documents according to their pre-defined rights.
2. Workflow Management System (WMS):
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There are 15 workflows in total designed for daily applications which need approvals. In each workflow, documents will be automatically submitted to pre-defined approvers for review.
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All approved documents will be automatically filed in DMS.
Project Implementation Period
August 2004 - September 2005 (DMS Roll Out)
January 2007- December 2007 (WMS Roll Out)
Total Cost of the Project
HK$1,243,000
Challenges Encountered
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Since the service natures vary, it takes time for staff to follow a unified filing format and to adapt to the new operation procedures and system.
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Computer facilities such as PC and scanner are insufficient to meet the increasing demand on system.
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In comparison with the conventional filing and approval practices, additional manpower is needed to maintain and update user profile and approval hierarchy.
Benefits Gained
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Manual handling of paper documents such as photocopying, filing, disseminating, tracking and delivering between units is significantly reduced.
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Documents applied in the Workflow Management System are no longer delivered manually for approvers’ signature. As a result, it speeds up the

approval and review cycle of documents and enhances the efficiency of daily operations. Besides, applications are sent to the next approvers automatically so that staff can free from tracking each approval steps of different documents.
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The centralized filing system can better manage the files and documents. Standardized applications and approval records have been established among all units. Moreover, as the latest version of documents can be viewed online in the system, it helps to avoid confusion or the missing of hardcopy files. Without the location barrier, staff of all units can access the documents in the system.
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Compare with the conventional time-consuming data collection method, the adoption of e-form in the workflow system can collect and consolidate data in a much efficient way for further management review.
Contact person for sharing of application
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Name : Miss Louise Chan
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E-mail address : louise.chan@poleungkuk.org.hk
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Telephone number: 2277 8198
* The information in this document is provided by the Agency and is for reference only.