Documentation Centre for Environmental Reporting in National & Regional Newspapers.
Process Modeling Project
Presented by
Janeth pineda
Pedro cornejo
Divyanshu singh
Sujoy chatterjee
20.01.2012
8. Recommendations 8. Recommendations
Contents Contents
1. Abstract 1. Abstract
2. Block Diagram overall activity of The NGO. 2. Block Diagram overall activity of The NGO.
3. Block Diagram of the News Article Documentation activity. 3. Block Diagram of the News Article Documentation activity.
4. Process Modeling – News Article Documentation – Level 1 4. Process Modeling – News Article Documentation – Level 1
5. Process Modeling – News Article Documentation – Level 2 5. Process Modeling – News Article Documentation – Level 2
6. Areas of improvement. 6. Areas of improvement.
7. Process Modeling – News Article Documentation – Improvements 7. Process Modeling – News Article Documentation – Improvements
Documentation Centre for Environmental Reporting in National & Regional Newspapers.
With the objective of assisting Researchers with a suitable archive of environmental and environment
related Socio-Political reporting in newspapers, a Documentation Centre is being run by an NGO in
the eastern part of India.
The documentation centre maintains clippings of related news items, on environment and
environmental issues, from a number of national and regional Newspapers since 2005.
We intend to model the process presently followed by the archive on a yearly basis and would try to
recommend a few changes in the process to achieve quantifiable improvements.
Abstract
Leading process Leading process
Value Adding Process
Value Adding Process
Support Process Support Process
Administra-tion
Finance Planing
Accounting IT Audit
Documentation And Archiving Documentation And Archiving
Selection & Collection of News Articles Selection & Collection of News Articles
Selecting Source
Selecting Source
Selecting Articles
Selecting Articles
Approval for
Collection
Approval for
Collection
Serialization and Archiving
Serialization and Archiving
Level-1
Business process part-3
Areas of Improvement Areas of Improvement
1. Restrict use of Hard copy during selection process. 1. Restrict use of Hard copy during selection process.
2. Non-value adding Cost Reduction through reducing Storage of Hardcopy. 2. Non-value adding Cost Reduction through reducing Storage of Hardcopy.
4. Reduce duplication of job and resources in making the compendium. 4. Reduce duplication of job and resources in making the compendium.
3. Reduce unproductive document handling time and add value to activity and people. 3. Reduce unproductive document handling time and add value to activity and people.
Present pattern of major Components of variable Cost Present pattern of major Components of variable Cost
Major Cost Component % to Total
Rent 19
Payroll 63
Resources 3
Overhead 15
0
10
20
30
40
50
60
70
RentPayroll
ResourcesOverhead
Level-1
1. Digitise the Catalogue by introducing an easy-to-use Document Handling Software and Scanning of Documents after Sub-Editors do the pre-selection. The rest of the process can be done on digital copies. This will have some initial Capital Expenditure, which will be offset over time.
1. Digitise the Catalogue by introducing an easy-to-use Document Handling Software and Scanning of Documents after Sub-Editors do the pre-selection. The rest of the process can be done on digital copies. This will have some initial Capital Expenditure, which will be offset over time.
2. Store Hard-Copy maximum up to 3 years and create digital archive. This leads saving of high cost of space & allied maintenance. This has a very long-term effect. Hardcopies may be phased out gradually with a dependable system. In the present case, this will lead to approximately 8% reduction in overall variable cost.
2. Store Hard-Copy maximum up to 3 years and create digital archive. This leads saving of high cost of space & allied maintenance. This has a very long-term effect. Hardcopies may be phased out gradually with a dependable system. In the present case, this will lead to approximately 8% reduction in overall variable cost.
5. Last but not the least the new system will reduce duplication of Job during Compendium publication. After the tagging is done as “Most Relevant”, the soft copy can effortlessly be stored handled in a New Database.
5. Last but not the least the new system will reduce duplication of Job during Compendium publication. After the tagging is done as “Most Relevant”, the soft copy can effortlessly be stored handled in a New Database.
3. Documents handling and storage leads to Administrative Overheads and are mostly non-value adding labour. This cost can be used to increase the size of the Archive.
With the present improvement, it is expected to be reduced by 30% .
3. Documents handling and storage leads to Administrative Overheads and are mostly non-value adding labour. This cost can be used to increase the size of the Archive.
With the present improvement, it is expected to be reduced by 30% .
4. A large part of total time is involved in reading articles for selection, which can not be compromised. However, the introduction of digital handling and storage will reduce time of cataloguing, which is expected to have 15% overall reduction effect.
4. A large part of total time is involved in reading articles for selection, which can not be compromised. However, the introduction of digital handling and storage will reduce time of cataloguing, which is expected to have 15% overall reduction effect.
Recommendations: Recommendations:
6. Presently there is no specific system of measuring the success of the existing process. The only success remains the fact that such a useful effort is being carried out with very limited resources. However, the improvements recommended in this work will form the baseline for any future process improvement effort.
6. Presently there is no specific system of measuring the success of the existing process. The only success remains the fact that such a useful effort is being carried out with very limited resources. However, the improvements recommended in this work will form the baseline for any future process improvement effort.
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