CLIENT: DEWAN BANDARAYA KUALA LUMPUR (DBKL)

PROJECT: DIGITAL DOCUMENT MANAGEMENT SYSTEM (DDMS)
COMPANY: HASVIER SDN BHD
INDUSTRY: PUBLIC SECTOR / GOVERNMENT

CLIENT PROJECT MANAGER: PUAN BAIZURA BINTI MOHD NAZAR 
PROJECT DURATION: 9 MONTHS
DELIVERABLES: ON-TIME

TECHNOLOGY USED: WSO2 INTEGRATION MIDDLEWARE, PHP LARAVEL, OCR, DATABASE SOLUTIONS - MYSQL ENTERPRISE, WEB APPLICATION DEVELOPMENT

Key Features

Comprehensive Document Management:
OCR Integration:

The system allows DBKL to manage documents through all stages of their lifecycle, from creation to archiving. Documents are categorized, stored, and indexed for easy search and retrieval. This feature significantly reduces manual handling and enhances efficiency.

Optical Character Recognition (OCR)

A custom-built Optical Character Recognition (OCR) functionality enables automated text recognition from scanned documents. This feature eliminates the need for manual data entry, ensuring quick access to relevant information and improving overall document processing speed.

Workflow Automation:

The system incorporates workflow automation features to support the routing of documents for approval, review, and other business processes. This ensures that documents are handled by the right individuals at the right time, improving collaboration and accountability within the organization.

Multi-Module System:

The DMS is divided into five key modules that work seamlessly together to manage different types of documents and tasks. These modules are: Document Storage and Archiving, Approval and Review Workflow, Search and Retrieval, User and Permissions Management, Reporting and Analytics

Enhanced Security and Access Control:

The system is equipped with role-based access control, ensuring that only authorized personnel have access to sensitive documents. The WSO2 Identity Server (IS) handles user authentication and authorization, ensuring robust security across the system.

Real-Time Reporting and Analytics:

With integrated dashboard reporting features, DBKL can monitor and assess the performance of document workflows and processes in real-time. Customizable reports and analytics provide insights into system usage, approval times, and other key performance indicators (KPIs).

Integration with Existing Systems:

The DMS integrates with other DBKL systems, including databases and internal applications, ensuring a smooth flow of information. Using WSO2 Integration Middleware, the system connects various platforms and ensures data consistency across the board.

Cloud-Ready and Scalable:

The solution is designed to be flexible and scalable, with the capability to be hosted on-premises or in the cloud. This flexibility ensures that DBKL can scale the system as needed, depending on future growth and evolving needs.

Challenges and Solutions:

  1. Integration with Legacy Systems: One of the challenges was integrating the new DMS with DBKL’s existing infrastructure. Our team successfully used the WSO2 Integration Middleware to ensure seamless communication between the DMS and legacy systems, enabling smooth data exchange across platforms.

  2. OCR Accuracy with Varied Document Formats: The OCR system was required to handle a variety of document types, including scanned paper documents and digital formats. Our custom OCR solution was tailored to improve recognition accuracy, regardless of document quality or format.

  3. User Training and Adoption: Transitioning from a paper-based system to a fully automated DMS required significant user training and support. We provided comprehensive training to DBKL staff and ensured that the system’s user interface was intuitive and easy to navigate.

As a conclusion, the Document Management System (DMS) developed by HASVIER SDN BHD for Dewan Bandaraya Kuala Lumpur (DBKL) has successfully transformed the way the organization manages its documents. By automating processes, improving document security, and enabling faster, more efficient workflows, DBKL is now better equipped to serve the public and manage its internal operations. With our expertise in WSO2 Integration Middleware, OCR, and PHP Laravel, we were able to deliver a tailored solution that enhances DBKL’s document management capabilities while providing a scalable, secure, and future-ready system.

This project stands as a testament to HASVIER SDN BHD’s ability to deliver high-quality, innovative software solutions that meet the specific needs of clients, even in highly demanding environments like government organizations. We look forward to further collaborations that help improve efficiency and drive digital transformation for public sector entities.