Page 115 - Reference framework for integrated management of an SSC - A U4SSC deliverable on city platforms

• Exit Relationship: Grouping of documents to be sent from an administrative unit to citizens.
• Representative: A natural person acting as a representative of a legal person.

• Administrative unit: Organizational unit that offers a set of related services, performing a defined
set of actions.

6.3.5.3 Modelling of procedures

Studying the models of processors that exist in the market, we could classify them into two types:
those that guide the processing of a file from beginning to end; and those that guide in phases
or procedures.

Those that guide from start to finish have the drawback that they do not treat exceptions very well.
And those that guide in phases or procedures have the disadvantage that the processing user
must know what to do at each moment of the processing.

In both cases, the question that arises is whether all the existing administrative procedures in the
organization must be modelled to implement the electronic file.

We can ask this question from another angle: should the electronic file be implemented in all
procedures or only in part?

This is perhaps one of the most important decisions of the organization in the process of
implementing the electronic file.

There are two answers according to the point of view of each one: there are those who think that
the implementation of electronic administration in the processing of files should be done step by
step; and there are those who think that the change must be total, i.e., that it must be implemented
at once.

Each of the two options has its risks.

• The first option, partial implementation, has the risk of distrust with the electronic file because
it is living with the paper file, which means two different ways of working for some users of the
organization. In addition, some legal aspects of the processing of files are complicated such
as the treatment that must be given to the Book of Resolutions when some are made on paper
(paper files) and others in electronic format (electronic files). Or, for example, the functioning
of collegiate bodies.

• The second option, full implementation, has the risk that the magnitude and cost of the project
will increase in proportion to the size of the organization. In both cases, there is a way to
implement the electronic file without having modelled all the administrative procedures of the
organization: model subprocesses common to any administrative procedure.

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