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Msaada: Electronic Document & Records Management System

Discussion in 'Tech, Gadgets & Science Forum' started by Superman, Mar 8, 2012.

  1. Superman

    Superman JF-Expert Member

    #1
    Mar 8, 2012
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    Wakuu wa Jukwaa hili Wasalaam Aleykhum!

    Kuna ofisi ya Mkulu moja ambaye anapenda Ku-Impliment Electronic Document & Records Management System.

    Matarajio yake ni:


    1. Kuwa na Paper less Office
    2. Kuhifadhi physical files (hard copies files) into soft copies
    3. Kupata kumbukumbu yoyote ya zamani kwa njia rahisi
    4. nk.

    Kwa sasa anayo mafaili mengi saana.

    Msaada ninaohitaji ni:


    1. Je kuna mwenye ufahamu ni nini kinatakiwa kifanyike?
    2. Ni hardware au software gani zinatakiwa?
    3. Je kwa Tanzania kuna organization yeyote imewahi kufanya implementation? (Reference Sites)
    4. Je, ni nani ambaye anaweza kuifanya kazi hii Tanzania na kwa gharama gani?
    5. Naweza kupata contacts zake?

    Wasalaam

    Superman.
     
  2. Mtazamaji

    Mtazamaji JF-Expert Member

    #2
    Mar 8, 2012
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    Mkuu Mwenyekiti wa JEC Pole na rapsha rapsha za uchaguzi. Nadhani kupata jibu specific bila mtaalam kufanya analysis kwanza yakuelewa Nature of business za hiyo office na Process zake kuelewa Real Reuiquirement ni Makosa.

    Japo sina experince lakini nadhani Kuna doc/record management inaweza kufaa kazi za wanaesheria na nyingine ikafaa zaidi kazi za Biashara na ningine ikafaa kwenye Industrial .

    Size ya buiness na Transaction ngapi kwa siku au mwezi pia inaweza kuwa factor ni solutin gani inafaa na aina ukubwa au uwezo wa vifaa kama scanner, hand written recognition software/app kubadiisha doc za karatais uwa PDF.

    Otherwise jaribu kuuliza kampuni iiyokuwa inasuppport ICTR (Mahakama ya rwanda-Arusha) Nadhani walikuwa n some record managemnt system. Nimesahau jina la hiyo system....

    Sometime option ya kwenda moja kwa moja kwenye makampuni watu wa masoko watakushiwishi kukuuzia kitu hata kama hakifai sana kwa mahitaji yako. So huyu mzee nabidi kw a mradi huo japo ajiiri COmputer nanasyst hata wa muda .Huyo Analyst ambaye ndiye atamsaidia kuelewa hizo software sababu atakuwa kaelewa zaidi business process za Ofisi huyo mkuu

    Zaidi ya hapo inabidu ijuikane ni section gani? . Vipi mambo ya fedha na finance na muzo ??? kuna sytem ipo anatumia kama Tally au ACCPAC. Kama kuna system nyingine inbidi zijulikane ili akipata hiyo ya record isifanye redunndacy task . May be zadi ya Record management system atahitaji kuwa na database kama za sales au purchase inventory. Akiwa na hizo tayari ankuwa anaeleea kuachive paperes office

    Mwisho wa siku Yeyye Cient anaweza kusema anataka record management system kumbe real requirement yake ni Inventory managemet au Sale management.
     
  3. Superman

    Superman JF-Expert Member

    #3
    Mar 8, 2012
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    Mkuu wangu Mtazamaji

    Asante sana Mkuu. Uchaguzi ni maneno nyingine japo huu wa JF ni wa kusadikika, ungekuwa wa kweli sijui ingekuwaje. Nimeanza kuona joto alilolipata Kivuitu! Hata hivyo I enjoy every bit of it, kwa kuwa nafanya kwa mapenzi. Thanks.

    Back to the topic: Nimefikiria pia kumshauri apate mtaalamu lakini pia ni vema walau kupata basic information za kusaidia kumpa ToR huyo mtaalamu.

    Ni kweli ofisi yoyote inayozalisha documents nyingi sana kila siku kama mahakama, Wanasheria nk ni muhimu wawe na System hii. Ofisi ya huyu Mkulu inahusika na Investors na Wawekezaji na kuwasaidia pia wale wanaotaka kuuza au kununua stocks. It is very complex kuielezea. Ila wana mafaili lukuki na jamaa anapenda kwenda kisasa.

    Yawezekana kutumia scanner, hand written recognition software/app zinazoweza kubadiisha doc za karataisi kuwa PDF lakini ni zipi hizi hardwares? Maana scanning yakawaida itafanya docs ziwe kubwa sana katika soft copies. Ningwezea kujua hiyo kampuni wanaowasaidia ICTR ingekuwa na upako sana kunirahisishia kazi.

    Kwenda kwa watu wa masoko mziki wake ni mkubwa maana wanauza sana maneno ndiyo maana litaka references. Uki-google ndo unachanganyikiwa kabisa. Ndo maana nikaja kwa Wanataaluma nianzie hapa walau.

    mambo ya pesa yako poa ingawa ni vigumu kuwekla budget maana hata estimates hazijulikani. But to know the size of organization; Think of an office producing more than 25 new files everyday (not pages, sizable files).

    Kuhusu hizo A/C Software, zina uhusiano gani na system ninayoulizia ya kuhifadhi nyaraka?

    Shukrani kwa maelezo yote murwa.
     
  4. Mtazamaji

    Mtazamaji JF-Expert Member

    #4
    Mar 8, 2012
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    Basic information ni huyu mtaalam ndo atakuja nazo. TOR atayaopewa itam-guide afanye nini kwa muda gani na elete report gani. eg
    • two - three weeks- Kuelewa buiness process na type of record za kiofisi zinazohifadhiwa.. Ziinavyouwa handled na Knowledge ya staff wanaofanya hizo task.
    • One week kutazama security side/Perorformce . Kuna impact gani security ya doc zikiwa compromised. Maana threat ya security kwenye hard copy sio kubwa kama kwenye paperless office ( refer to Wikileaks cables). Or Contigency plan kama key equipment ikiharibika. Shughuli zinasimama au manul paper workirudi
    • Two-Three weeks- Muda wa kuandika proffesionnal propasal na evaution ya atleats two or theree soution ( Hardware./Software / Shortisted companies na approximated cost ) anazopendekeza na kuziwasilisha kwa mzee
    • Baada ya Decision ya mzee akichagua na kuamua then Mtaalam atafanya kazi na selected company kuhakikish kile alichoshauri na kupendekza kipo sawa
    • etc etc
    • etc

    Hapa ni kweli naona hii ni complex system ku automate au ku computerise. But inawezekana. Ia akitokea mtu akatoa solution kwa siku moja bila kuelewa au kuona business process za hii ofisi zinavyofanyika anweza kufanya makosa. Unless ana uaozef na detailed a nature ya hii business....

    Hi kampuni nimesahau jina na sofware solution waiyokuwa wantumia nimesahu pia . Kama una watu unawajua arusha ulizia wanaweza kukupa clue

    Yes penye wengi hapaharibiki jambo.......


    Hiii unaweza kuipotezea sababu mwamzoni nilidhani nature ya buiness inaendana na mambo ya Daily business tulizozoea kama mambo vocha, Balance sheet, Petty cash, Sales . etc.....Kumbe ni mambo ya stocks........ Lakini kama kweli main objecctive ana taka kuachive Paperless office then he should look beyond record management......

    Tusubiri wataalam wenye uzoefu zaidi othewise basi Tutasaidiana kuandika hiyo TOR ya kumpata mtaalam ili tupate pesa ya viatu vipya vya pasaka lol hahha joke .
     
  5. Superman

    Superman JF-Expert Member

    #5
    Mar 9, 2012
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    Mkuu Asante sana.

    Sasa kama uko Bongo ungeweza kumsaidia Mkulu huyu pa kuanzia kama una uzoefu na hili.

    Nita Ku-PM kwa mawasiliano zaidi.
     
  6. k

    kotinkarwak JF-Expert Member

    #6
    Mar 9, 2012
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    Superman, Please angalia hii thread, Kulwa alikuwa anafuatilia a similar issue/project na pengine anaweza kukusaidia

    http://www.jamiiforums.com/business-and-economic-forum/199816-document-conversion-center-ushauri-wa-soko-lake-hapa-tanzania.html#post3208711

    Software nyingine unaweza kuangalia ni Business Process Automation Software - Automate IT - Network Automation
    Kama Mtazamaji alivyotangulia kusema, the process ndio muhimu kwanza kuifahamu na kuichambua kabla kuanza kuangalia solution yenyewe.
     
  7. Mtazamaji

    Mtazamaji JF-Expert Member

    #7
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    Yes nadhani kwenye uzi huu anawezapa technical soution.
     
  8. Superman

    Superman JF-Expert Member

    #8
    Mar 9, 2012
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    Asante sana Kiongozi wangu.
     
  9. Superman

    Superman JF-Expert Member

    #9
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    Asante sana Mkuu.

    Pamoja sana.

    Ngoja nizame niipitie. Will be back.

    Respect.
     
  10. a

    aleson88 New Member

    #10
    Mar 11, 2012
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    Mkuu hilo tatizo lako tuna uwezo wa kulisolve kabisa kama bado hujapata solution,
    By the way am working at Webtechnologies tz Ltd., you can visit our website and view our portfolio, this is our website
    unaweza kunicontact if you realy need the solution.

    Looking forward to hear a lot from you!
     
  11. Mtazamaji

    Mtazamaji JF-Expert Member

    #11
    Mar 11, 2012
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    Mkuu pole na kazi

    JAribu kuwa serius kidogo. Hiyo tovuti yako inati shaka kama kweli hiyo kampuni inaweza kufanya kazi
    • Mnadesing graphics lakini grahics zote mlizotumia kwenye front page ya Tovuti yenu ni za copy and paste tena ni mapicha ya wazungu. (Am soory kama hao ni wafanyakazi wa kampuni yenu)
    • Ujumbe wa bei (Small business package plan stating at 499$) nao unaonekana ni copy and paste sidhani kama unalenga soko la Tanzania Kwanza matumzi ya Dola na hiyo gharama sio ya small business za Tanzania.
    • Moja ya proffesion yenu ni kudesign tovuti lakini naona Tovuti yenu imelaalia upande wa kushoto (Alignment) huku ikiacha nafasi kubwa upande wa kulia. Kuna desing flaw nyingi tena za wazi kwenye web yenu........

    Jaribuni kuwa serious zaidi la sivyo hata hao wanaowapa kazi wataonekana waliwapendelea... Au mtaonekana mnafanya kazi za Udalali... Any way changamto hiyo. Ukiona vipi potezea tu
     
  12. Kongosho

    Kongosho JF-Expert Member

    #12
    Mar 13, 2012
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    Hello Superman,

    katika Information Management, for a successful project baadhi ya vitu vichache vya kujali ni vifuatavyo:
    1) IT readness ya kampuni in term ya wafanyakazi, uongozi, na vifaa
    2) Leadership; mwenye kampuni/anayetaka hii implementation ana vission? Does he/she have a clear picture ya anapotaka kufika. Lazima yeye awe leader katika kufanya maamuzi
    3) Business environment, ni lazima kuielewa vizuri biashara ili uweze kuamua nini cha kutunza na nini cha kuacha. Huwezi weka record ya kila kitu permanent, lazima kuwe na jinsi ya kudestroy info ambazo hazihitajiki kwa ajili ya space wheter server/file cabinet.

    Hizo dondoo hapo juu zitaweza kusaidia kuchagua software ya kutumia.
     
  13. Kongosho

    Kongosho JF-Expert Member

    #13
    Mar 13, 2012
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    Nikiwa na muda, nitakuandalia summary ya experience yangu hapa.

    Sio rahisi hata kidogo kama hakuna maandalizi ya kutosha.
     
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