Background

In alignment with the national vision to digitize public services, the government embarked on a mission to make essential services more accessible to citizens through electronic means. This initiative, part of a broader strategy to empower the country digitally, aimed to improve online infrastructure, enhance internet connectivity, and introduce cutting-edge technologies across government functions.

Central to this vision is the concept of E-Governance, where information and communication technologies (ICT) are leveraged to improve service delivery, enhance citizen engagement in decision-making, and increase government accountability and transparency. A critical component of this transformation was the transition from traditional paper-based filing systems to an electronic decision support system. The government initiated the development of a comprehensive digital file management system to streamline administrative processes, improve efficiency, and promote transparency across its offices.

As of now, this system has been successfully implemented in over 12,000 government offices nationwide, supporting more than 100,000 users across ministries and local government offices.

The organization behind this initiative is a leading entity in digital transformation, originally established to accelerate the inclusive digitization of public services. Evolving from a flagship program aimed at realizing a national vision of a digitally empowered nation, this organization now serves as a national innovation agency. Its mission is to promote digital equity and foster an adaptive system for collective strategizing, planning, and action, thereby catalyzing unprecedented transformations in public service delivery.

The organization supports the government’s efforts to integrate new, mission-driven innovation policies and whole-of-society approaches to achieve sustainable development goals (SDGs). It also extends its expertise and technologies to other developing nations, contributing to their digital progress through strategic partnerships and innovation networks.

Review of the Existing System

The digital file management system in question was launched in 2016 and has since become a cornerstone of government operations, particularly during the COVID-19 pandemic when remote work became essential. The system is currently operational across 64 districts and 495 sub-districts, supporting over 10,000 offices and more than 100,000 users.

This system provides a range of functionalities from managing digital documents and workflows to integrating with other government systems. It also offers user-friendly Android and iOS applications, which have been downloaded over 20,000 times.

• Dashboard: Allows users to monitor activities, track document status, and view office performance.
• Workflow Management: Includes modules for document handling, approval processes, notifications, and integration with other systems.
• Configuration Options: Users can customize various parameters to personalize their tasks.
• Role-Based Access Control: Ensures that users have appropriate permissions based on their roles.
• Offline Capabilities: Provides functionalities for users to work offline when needed.
• Smart Search & Accessibility: Features advanced search capabilities and compliance with accessibility standards.
• Audit Trails & Logging: Offers comprehensive logging and audit trails for security and performance analysis.
• Multi-Tenant Model: Supports horizontal and vertical scaling for different offices.

Objective of the Project:

The main objective of this assignment was to address specific performance issues within the digital file management system, focusing on optimizing speed, responsiveness, and efficiency across various components. The key goals included:

1. Front-End Performance Optimization: Enhance the speed and responsiveness of the user interface.
2. Potrojari Speed Improvement: Optimize the Potrojari functionality for faster execution.
3. Note Sending Process Streamlining: Reduce delays in the note-sending process, improving communication efficiency.
4. End-to-End Latency Analysis: Conduct a comprehensive analysis to identify and address latency issues across the system.
5. PHP Capacity Enhancement: Improve the performance and capacity of PHP components to handle increased loads.
6. MySQL Memory Management Optimization: Implement strategies to enhance database performance and responsiveness.
7. Process Intensive Work Optimization: Streamline resource-intensive processes to reduce delays.
8. Graphical Representations: Develop visual tools for better understanding of application behavior and performance.
9. Profiling Applications: Integrate profiling tools to analyze runtime behavior and resource utilization.
10. Load Testing: Conduct thorough load testing to ensure the system’s stability and performance under varying conditions.

Findings & Impact on Business Operations

The technical audit of the digital file management system revealed several critical findings that had a substantial impact on the efficiency and reliability of government operations. One of the most significant issues identified was the presence of performance bottlenecks and latency problems across the system. These issues were particularly evident in the front-end architecture and database management, where the increased latency led to slower responsiveness of the application. This delay directly affected key processes such as document handling and approval workflows, with the Potrojari functionality being especially impacted. The slow execution times during high-traffic periods caused disruptions in the decision-making process within government offices, leading to inefficiencies in administrative operations.

The audit also uncovered that several processes within the system were resource-intensive, consuming excessive amounts of system resources and causing delays in other critical tasks. These inefficiencies not only slowed down individual processes but also had a cascading effect, reducing the overall performance of the system. The audit highlighted the need for optimization in these areas to streamline workflows and improve the system’s ability to handle complex operations without compromising speed or reliability.

These issues had a direct and tangible impact on government operations. The delays in document processing and workflow management slowed down decision-making, hampering the timely execution of government services. Additionally, the inefficiencies within the system increased the workload on IT support teams, who had to allocate significant resources to troubleshooting and resolving performance issues. This diversion of resources further hindered the government’s ability to deliver services efficiently and meet the expectations of its citizens. As a result of these improvements, government offices experienced faster processing times, improved decision-making capabilities, and a more reliable system for managing digital files and workflows. This not only enhanced the productivity of government employees but also bolstered public trust in the government’s ability to deliver digital services effectively.

The assignment was planned to be completed within 30 working days, with a structured approach to achieve the outlined objectives. Each task was aligned with the overall goal of improving the system’s performance and ensuring that it could meet the growing demands of government operations.