The Ministry of Agriculture and subordinate institutions work in the following fields:

  • Agriculture
  • Rural development
  • Food
  • Veterinary
  • Forest industry
  • Fisheries

Before implementation of Namejs

  • Previously the Ministry used a system with limited functionality and during the course of time its performance degraded;
  • At each structural unit of the Ministry different systems were used, therefore the electronic team work was difficult;
  • Some types of documents were registered with the electronic spread sheets or paper registries of structural units.

Challenges

  • The number of structural units at the Ministry and its departmental institutions is high and the institutions are geographically spread;
  • Large amount of documents processed daily and high number of employees involved in the processes;
  • Complex internal and external communication processes;
  • Necessity to optimise and automate routine work.

Implemented solution

The created solution is a joint and safe information space of the Ministry of Agriculture and all structural units – a digital working environment that ensures automatic and electronic flow of information, document and e-services at the Ministry and six subordinate institutions and their structural units in Latvia.

  • Implemented indexing of documents;
  • Implemented document flow;
  • Implemented document flow between institutions;
  • Automation of implemented processes;
  • Implementation of electronic signature;
  • Integration with e-mail;
  • Special control created to trace the Cabinet documents;
  • Namejs is integrated with the client management solution;
  • Namejs is integrated with the finance management system.

As a result of implementation of Namejs

  • The Ministry of Agriculture, its subordinate institutions and structural units have been united in a joint information environment, thereby ensuring a safe, quick and time and resources-wise efficient information and document flow at the entire field of agriculture;
  • Management of organisational processes (tasks, control, coordination) is fully ensured;
  • Information processing in one system has been implemented in the entire field;
  • Continuity of work processes – the system can be used from any place in the work with Internet access, as well as it can be used with any device;
  • Endorsement and signing of documents is legally correct;
  • A client-oriented approach has been implemented – information from the client service centre reaches the system immediately;
  • Automatic and electronic life cycle of all documents, flow and flow of information, documents and e-services;
  • Ensured standardisation of organisational processes – document flow, task management, meeting management, event management and control – within an institution and the entire field;
  • Support of unique business processes of each institution is ensured;
  • Doubling of information is prevented;
  • Integration of information space with other information systems (Human Resources system, Client management system, Financial management system etc.);
  • Decision-making and document management process has become transparent.
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