DOHA: The Public Works Authority ‘Ashghal’ has started applying an innovative electronic system specialised in managing the meetings of the tenders and auctions committees. This advanced electronic system is responsible for preparing meeting agendas and signing the tenders committees’ meeting minutes electronically instead of preparing them on papers and signing them manually. This will save time and effort, in addition to enhancing the effectiveness, efficiency, and ease of follow-up and archiving processes for the agendas of the meetings.
The implementation of this new electronic system significantly reduces the amount and cost of paper documents used, by converting the committees’ agendas, which used to be prepared manually, into templates that can be filled-in electronically. This will ease the process of preparing and reviewing those agendas. It will accelerate the workflow by minimising the number of stages needed to prepare work agendas and sending them electronically to committees’ members for reviewing at any time and in any place.
The new system also reduces the repetitive manual tasks such as signing or commenting, by enabling the committees’ members to electronically sign documents consisting of a single page or several pages, in addition, it enables them to electronically write notes and comments.
It enhances control over data integrity by applying a secure system that only authorises committees that have permits to sign documents and write comments. The new system enables the secretariat of committees to know the attendance and absence of members through a text message or e-mail, which will improve the sharing of information and enhance cooperation.
Ashghal designed this new application in collaboration with “Ever Team-MEA” company. Ashghal was keen to design an application that is comprehensive and easy to apply and use by everyone, in line with the Qatari e-government’s vision which encourages all of the country’s sectors, authorities, and organisations to adopt modern technology to achieve real benefits for everyone, whether on the internal level of those organisations or in enhancing interaction and coordination among them.
Ashghal implements several electronic programmes and applications in the management of its internal processes in order to create a developed work environment. Ashghal also works on bringing electronic systems in all of the services it provides to its stakeholders. An important example of those systems is the system for buying tender documents electronically which enhances the accuracy and transparency of the tenders, as well as, the development of their database in terms of content, accuracy, report quality, and ease of access. Those systems are being implemented in line with the authority’s strategy which aims to exploit modern electronic systems to achieve organisational efficiency and support the country’s vision to develop the e-government.
The Peninsula
