Page 116 - Reference framework for integrated management of an SSC - A U4SSC deliverable on city platforms
P. 116
If the common administrative procedure is studied thoroughly and broken down into parts used in
the processing of any file, common subprocesses are obtained such as requesting a report, making
a request, providing documents, resolving a file, or finalizing a file.
Each of these subprocesses will provide or generate a series of documents that will be associated
with them automatically and included in the file (documentary and processing integrity).
Having these modelled subprocesses, we can use them to process any type of file, whatever the
procedure.
If the procedures are modelled by chaining threads from start to finish, we will have a processor
that will guide the user from start to finish.
On the other hand, if the threads are modelled but it is left to the user to decide which one to
execute at all times, we will be talking about a processor that guides in phases or procedures.
In this way, we can manage electronic files of any city on these basic elements for electronic
files management.
• Task: Atomic action that a user of the application (for a specific working group of an administrative
unit) can perform on a specific instance and/or file.
• Procedure: Grouping of tasks that pursue a specific purpose within the processing of files.
Example: The procedure “Pass to Manager Service” will group the tasks of entering in a shipping
relationship, sending said relationship and receiving it at the destination.
• Action: Grouping of procedures to cover a complete functionality within the processing of files.
Example: The action “Requirement” will group the management and notification procedures.
6.3.5.4 Documents that form the electronic file
Analysing samples of files from a city, we can find documents of different origins and typologies:
• Documents provided by the citizen, on paper or in electronic format, for example, an instance
with its attached documentation.
• Documents prepared by the organization itself, for example, a report or a resolution.
• Documents prepared or completed by external bodies or other administrations; for example,
acknowledgements of receipt from mail, certificates from the tax agency.
• Photocopies of official gazettes or press.
• Documents from other computer systems of the organization or computer systems of other
Administrations, for example, a list of the economic application of the organization, screenshots
of the Cadastre system or the General Directorate of Traffic, telematic queries made to external
computer systems (e.g., tax agencies, social security, employment).
102 Reference framework for integrated management of an SSC | June 2023
