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.