Case Study - Anses

  Challenges
   Improve service provisions
   Reduce printing costs
   Speed up work schedules
   Security and reliability

Solutions
  LiveCycle Workbench ES.: Development tool for the creation of workflow processes
  LiveCycle Designer ES.: Development tool for the creation of electronic forms.
  Adobe Flex Builder 3 : Development tool for the creation of Rich Internet Applications ( RIAs) with Flex open source framework
  Adobe LiveCycle Reader Extensions ES.
  Adobe LiveCycle Process Management ES.
  Adobe LiveCycle Rights Management ES.
  Adobe LiveCycle Forms ES.
  Adobe LiveCycle Workbench ES.
  Adobe LiveCycle Designer ES.
  Adobe LiveCycle Workspace
  Adobe LiveCycle PDF Generator.

Results
  Submit the procedure via web from anywhere in the organization
  Generate workflows for each type of process/form
  Inform stakeholders on the state of the initiated procedure
  Perform the trace of the initiated procedures
  Directly update the database of the different system.
  Certify the signature of each agent in every step of the process
  Allow generated lists and queries on various user-defined criteria

The Process
“Signing the formal regulation issued by the Systems and Telecommunication Management was one of the first processes incorporated into ANSES`eforms project,” said Pablo Fontdevila, System and Telecommunication manager at ANSES .

“Each manager opens the document, enters their name into a default field and then applies a digital signature.

After all managers have done this, I am alerted. The first thing I do is date it; then the system automatically generates a regulation number, and after my signature is received the cycle is closed. The logistics department first saves the digitally signed document and then either delivers a certified copy of the documentation in hard copy format or sends it by email to any person who requires it.”

In addition to this process, ANSES is looking to gradually replace its paper forms with digital forms, which can be incorporated into both workflow and automated processes. The system is subscribed to by ANSES officers, and once available, they receive emails to alert them that they have tasks to fulfill. Additionally, each e-form is already defined by the steps through which it circulates and ends up in the appropriate department in charge of finishing the procedure, or in the management department responsible for it.

Implementation with Adobe LiveCycle ES
A developer from the development team creates an intelligent form template by using LiveCycle Designer. This form is uploaded to the LiveCycle Form Manager ES server, which saves its definition in a database such as MySQL. The form manager allows the developer to always keep the latest version of the form available and to monitor its use by other developers. Integrated into LiveCycle Process Management ES, the latter orchestrates all the LiveCycle services and automates the processes based on data between users and business systems.

Through the LiveCycle Workspace ES web interface, ANSES officers can access this form to complete it online (in PDF and/or HTML format), or off line (in PDF format).

When an ANSES agent requests a form in LiveCycle Workspace ES, the latter detects automatically what type of client is asking for the form and applies the confidentiality and security settings with LiveCycle Rights Management ES, finally delivering it to the appropriate agent according to the client. If the form was also passed through LiveCycle Reader Extensions then the end user would be able to save the partially entered data in their PC to complete the form offline.

The benefits
The decision to technify routine and manual processes has incurred numerous benefits for the organization, its employees and all those who work in or depend upon ANSES

Among all the advances that digitalization has allowed for, the following one is worth mentioning: “For example, we have accelerated the processing time, now the processes are almost instant and safer, they can give us the assurance that there is no tampering,” stated Fontdevila.