co-operatives system 14 june 2006 a member of the dti group
TRANSCRIPT
CO-OPERATIVES SYSTEM 14 June 2006
a member of the dti group
System Objectives
• Automation• Decentralization• Simplification• Sustainability• Quality Service• Paperless• Low cost strategy• World class• Properly managed• Accessibility• Client Service
Client Services Value Chain-Notes-
• The client service value chain is driven by 4 processes:– Birth - Initial lodgement process– Live - Amendment or extension/renewal process– Death – Termination, deregistration or liquidation process– Disclosure of information
• All these processes are supported by:– An advice process - usually legal– Distribution process – where results/certificates are
distributed to the client
Client Services Functions and Statistics
CLIENT
E-CLIENT
SAPO
202
AGENT
CAMPUS
CCC
BANK
CELLEMAIL
LEGAL
FINANCIAL/
REVEN-UE
FAX
HYBRIDMAIL
CLIENT
FTP
CD
HR
ICT
EXTERNAL
TELEPHONE
SMS
PATENTSRENEWAL/RESTOR-ATION AND MAINT
TRADEMARKSRENEWAL/RESTOR-ATION AND MAINT
DESIGNSRENEWAL/RESTOR-ATION AND MAINT
COPYRIGHTSREGISTRATIONS
TRADEMARKSREGISTRATIONS
DESIGNSREGISTRATIONS
PATENTSREGISTRATIONS
1200%2
18700%27
3100%111
0%0
3280%5
COPYRIGHTSRENEWAL/RESTOR-ATION AND MAINT
10%0
COL-LECT
80%1
6000%11
VOLUMES P MONTHPERCENTAGE E
STAFFPROCESS FUNCTION
LODGEMENT PROCESSING DISPATCH
REGISTRATIONSAMENDMENTS
/RESTORATIONSDEREGISTRATIONS/
LIQUDATIONSELECTRONIC,
PAPER AND WAP
CO-OP LIQUDATIONS/
DEREGISTRATIONS
CC LIQUDATIONS/ DEREGISTRATIONS
CO LIQUDATIONS/ DEREGISTRATIONS
13600%5
7310%81
0%1
CCRESTORATIONS/CONVERSIONS
2150%3
CORESTORATIONS/CONVERSIONS
4600%1
DATAMANAGEMENT
1000%2
NAME RESERVATIONS
CC REGISTRATIONS
1829861%10
27,47794%
7
COREGISTRATIONS
3,8210%22
CO-OPSREGISTRATIONS
1,1000%6
BIRTH LIVE DEATH
NAME EXTENSIONS
ANNUAL RETURNS
2900068%17
24587%
1
10,919100%
0
COAMENDMENTS
CCAMENDMENTS
1922520%30
CO-OPAMENDMENTS
1200%1
ADVICE
INFORMATION
BUSINESSDEVELOPMENT
00%4
DATARESTORATION
2900%8
ASSIST CLIENTS WITH
LODGEMENT
00%3
KNOWLEDGETEAM
50000%7
CCC28000
0%24
HELPDESK10000
0%12
DISCLOSURE40000%35
BACK OFFICE/TRACKING
150000%14
1200000%22
CLIENT REGISTRATIONS
80,0000%15
SCANNING65000
0%14
COMPANIES 25%
ANNUAL GROWTH
IP 10%COOPERATIVES
100%+
Client Services Functions-Notes-
• The client service functions can be defined as pure business production functions of which the processes are informed by the acts and regulations and is thus administrative functions that can be performed by any one with the required amount of training.
• In a minimum of cases legal discretion might be required.
• The processes are initiated and paid for by a lodgement process that can be done electronically or on paper in a centralized or decentralized manner directly or through intermediaries through different channels.
• Lodgements are processed directly electronically or at the CIPRO offices.
• Results/Certificates are distributed to the client electronically through different channels, or collected as printouts. The intention is distribute printouts electronically to Post Offices where it will be printed and posted to the client.
• Information is disclosed to clients on request.
Client Services Process Architecture
MANUAL FORMS ELECTRONIC E-FORMS
E-ATTACMENTSPAPER
ATTACHMENT
PAPERATTACH-
MENT
E-ATTACHMENT
SELF TRACKING
SCANNING
E-LODGEMENT
FULL E-LODGEMENTHYBRID LODGEMENT
E-FILING
E-ATTACH-MENT
DISTRIBUTION OF RESULTS / DOCUMENTATION
WORKFLOW
SCANNING
PROGRESS MONITORING, ENQUIRIES AND DISCLOSURE
CLIENT AUTHENTICATION AND ACCOUNT MANAGEMENT AND PAYMENT
CLIENT
POST OFFICESGOVERNMENT AGENCIES
EMBASSIES
AGENTSCOMMUNITY CENTRES
BUSINESS DEVELOPM AGENCIES
CIPRO CAMPUSCIPRO REGIONAL REPRESENTATIVES
E-CERTIFICATE/SIGNATURES
COMMON TO ALLBUSINESS UNITS
DIFFERENT FOR BUSINESS UNITS
Client Services Production ArchitectureCLIENT ACCOUNT MANAGEMENT
COMMON TO ALLBUSINESS UNITS
DIFFERENT FOR BUSINESS UNITS
DISTRIBUTION OF RESULTS
ELECTRONIC LODGEMENT
LODGEMENT OF PAPER FORMS
ACCOUNTMANAGEMENT
ACCEPTANCE/EARLY REJECTION
AT CIPROPAYMENT
AUTHENTICATIONCLIENT
MAINTENANCE
IMAGE GENERATION
SCANNINGELECTRONIC
SELF TRACKING
CLIENT REGISTRATION
RECEIPTGENERATION
PAYMENTLODGEMENT
WORKFLOW
IPCO-OPERATIVESCLOSE
CORPORATIONSCOMPANIES
FAXHYBRID MAILMAIL E-MAIL
DISCLOSURE/RENDERING OF INFORMATION
BUSINESS INTELEGENCE(MANAGEMENT INFORMATION)
CUSTOMER RELATIONSHIP MANAGEMENT
IMAGE
MANAGEMENT
AND
SCANNING
BILLING
AND
REVENUE
CONTROL
DOCUMENT/CONTENT MANAGEMENT
COMMON
WEBSITE
Client Services Process and Production Architecture –
Notes-
• The diagrams depicts the major processes required to service the clients and process their lodgements.
• Of importance is that most processes are common to all the business areas and thus will form a part of a common architecture.
• The major production processes are described in detail in the next slides.
Revenue Collection Process
CLIENTS
INDIVIDUALS INTERMEDIATRIES
TRACKING AND PAYMENTE-LODGEMENT COUNTER LODGEMENT
CORE BUSINESS SYSTEMS
DELIVERY CHANNELS
CREDIT CARDS
CASHCHEQUES
MONEY ORDERS
DEBIT CARDS
ELECTRONIC FUNDS
TRANSFERS
DEPOSITSAT ABSA
CLIENTACCOUNTSAT CIPRO
REVENUE ADMINISTRATION
ENQUIRIES
REVENUE
COLLECTION
FINANCIAL
INSTITUTIONS
Tracking
TRACKING
FUTURE
CIPRO STAFFTRACK AND
AUTO PAYMENT
MANUAL TRACKING
SELF TRACKINGAND PAPER
ATTACHMENT
COMPANIES
CO-OPS
SELF TRACKINGAND ELECTRONIC
ATTACHMENT
IMPLEMENTED
CIPROACCEPT
CLIENTTRACK AND
AUTO PAYMENT
WORKFLOW
DEVELOPED /NOT IMPLEMENTED
CLIENTATTACH AND
SIGN ELECTRONICWORKFLOW
WORKFLOW
CIPROACCEPT
CLIENTTRACK AND
AUTO PAYMENT
COMPANIES
CO-OPS
COMPANIES
CO-OPS
PROCESS
Lodgement
LODGEMENT
FUTURE
TRACKINGMANUAL FORMLODGEMENT
HYBRID ELECTRONICLODGEMENT
COMPANIES
CO-OPS
ELECTRONICLODGEMENT
IMPLEMENTED
CLIENT ATTATCHADDITIONALDOCUMENTS
CLIENTLODGE AND PAYELECTRONICALLY
WORKFLOW
DEVELOPED /NOT IMPLEMENTED
ELECTRONICALLYREGISTERED
CIPROACCEPT
ELECTRONICALLY
COMPANIES
CO-OPS
COMPANIES
CO-OPS
CIPROREGISTER
CLIENTLODGE AND PAYELECTRONICALLY
CLIENT ATTATCHDOCUMENTS
ELECTRONICALLY
CLIENT LODGE,PAY AND SIGN
ELECTRONICALLY
PROCESS
LODGE AND PAYELECTRONICALLYTHROUGH WAP
CIPROREGISTER
Distribution System
FUTURE
DISTRIBUTION
COMPANIES
CO-OPS
IMPLEMENTEDDEVELOPED /NOT
IMPLEMENTEDPROCESS
HYBRIDLODGEMENT
E-LODGEMENT
WORKFLOW
FAX
E-MAILDISTRIBUTE DOCUMENT
GENERATE DOCUMENT
HYBRIDMAIL
SMSNOTIFICATION
ELECTRONICALLYSIGN
DOCUMENT
Disclosure
FUTURE
FILE MANAGEMENT
IMPLEMENTEDNOT
IMPLEMENTED
COMPANIES
COOPERATIVES
PROCESS
ELECTRONICDISCLOSURE
ELECTRONICFILE MANAGEMENT
SYSTEM
BACKLOGSCANNING
DECENTRILIZEDSCANNING OFPRODUCTION
CERTIFICATES
SCANNING
COMPANIES
COOPERATIVES
COMPANIES
COOPERATIVES
AUTOMATEPHOTOSTAT
PROCESS
AUTOMATE DISCLOSURE
PROCESS
SCAN ALLFILES
PAPERDISCLOSURE
WEBREQUEST FORDISCLOSURE
COMPANIES
COOPERATIVES
DISCLOSE
Current Status
• Application System for Co-ops Registrations, amendments and disclosure has been developed and system tested for both electronic and paper forms.
• 4 Weeks of user testing and training required before implementation to be done in a month.
• ICT infrastructure implementation currently underway and ready by mid July 2006
END