• Gemeente Hoorn - SmartDocuments

Municipality of Hoorn

Optimal collaboration by working online

Gemeente Hoorn SmartDocuments

The municipality of Hoorn has created a stunning online environment for online cooperation. Usable for all chain partners in the social domain according to Ben Bodewes, application manager at Hoorn. Communication, sharing information and anytime and everywhere approachable through the cloud in one consistent way.

Why

1.Hoorn is the online work environment of the municipality of Hoorn. ‘’With 1.Hoorn we wanted to create an online environment for the neighbourhood teams and all the chain partners in the social domain before January 1st, 2015. Due to the sensitive nature of the information, we did not want to risk any mishaps. Specifically, the rights structure has to be very well organized.

We use cloud technology for the design of the 1.Hoorn work environment. Information must be easily shared, but also accessible on the road and other places. We have chosen MensCentraal as the basic application and SmartDocuments as the document creation software. Both are web-based because that makes us place and time independent.”

From experience

The SmartDocuments software for document creation has been in use by the municipality for some time now. Joris Wal, back-office employee: “Within Hoorn SmartDocuments is the document creation software. The corporate identity and all the text components that are needed are within SmartDocuments. Therefore, when we were working on the 1. Hoorn environment, we did not have to think twice. You want to create an environment where all stakeholders can go to a specific work area. Moreover, you want all communication to those stakeholders to be of high-quality and consistent.”

SmartFacts
  • Document creation integrating into the specialist application MensCentraal (software for social administration).
  • Taking all relevant data reduces errors to a minimum.
  • Organisation-wide corporate design, as well as organisation-wide texts, are consistent and according to the organisation’s guidelines.

Result

MensCentraal is the central application within the social domain of the municipality of Hoorn. The application shows a complete customer overview by opening information from different sources. It carries out tasks, forwards them and monitors the actions. SmartDocuments is there for the recording and communication of information. So that you communicate consistently with each other. SmartDocuments is used for creating correspondence such as reports, evaluation reports, etc. These must be easily completed by members of the social neighbourhood teams. “We do that with SmartDocuments. This means we have a strong grip on our outgoing documents and communication, “says Bodewes.

Ahead of their time

“Municipal authorities increasingly function as a central chain organization in a complex environment with many other stakeholders. Making it important to optimize support activities and systems as much as possible. This ultimately benefits the entire chain, including the client, “says Ben Bodewes. “The use of the right instruments in the right place has helped us far ahead in the fight against unnecessary bureaucracy, manual labour and paperwork. So far that 1.Hoorn will soon be a regional government location for contact. “

Advantages

The processing time and processing of documents have been greatly reduced. This is an important advantage for all the stakeholders; everyone wants to get started quickly to serve the people who need this help. Loss of time because of manual entry or retrieval of information is clearly not desirable.

Joris is very satisfied with ‘his working environment’. “There is a lot of automation, so now there is much less manual labour for me. This also means a high decrease in errors. By default, documents are saved in MensCentraal and always immediately available for the interested parties. Including the almost fully automated documents created in SmartDocuments.”