GXFlow 7.5 at the Electorial Courthouse

CONEX, UTE's external consulting department has developed a modern, safe, and efficient system in order to manage all paperwork related to civic registration documents (issuance, renewal, civic identification transfer) that enables Uruguayan citizens to vote. For this particular development, CONEX used ARTech's GXFlow 7.5 as well as the last version of GeneXus with the C/SQL generator.

The application is used through a Web interface by more than 100 concurrent users in the 23 Electorial Courthouse offices that are spread throughout the country. The system stores more than four million entries, the listing of everyone registered in the Electorial Courthouse, and handles 500,000 new entries per electoral period -every five years-, plus other related paperwork such as renewals and transfers, said Pablo Regina, CONEX's IT Project Coordinator.

The Workflow creation, which not only incorporated paperwork digitalization but also task decentralization, brought about a significant decrease in processing time. For instance, whereas civic identification document renewal or transfer used to take from three to six months in the past, with this new system, the same procedure is accomplished in a single day. Likewise, issuance of civic identification documents has gone down from six months to fifteen days.

Gabriel Nicolón, CONEX's Project Chief, explained that the Workflow was defined (with GXFlow 7.5) having sub-processes as a basis. Each administrative task becomes a process divided into sub-processes that match the physical path followed by such task in order for it to be performed. (For instance, Registration, Province Control, etc.). He added that the Workflow encompasses a total of 16 sub-processes and 90 tasks. Furthermore, the system also includes a large number of checks in order to ensure its security.

Nicolón has also reported that nowadays, Electorial Courthouse staff is undergoing training on the use of the system. There are 250 people who have already received this training; the objective is to expand the training sessions to all 750 Electorial Courthouse workers. The implementation of the system is expected to take place by the end of September in one of the offices in Montevideo. Then will come the remaining offices in the capital city, and finally production will be implemented in all other offices throughout the country.