CAPI 38 and Maarch collaborate on mail digitization

The Porte de l’Isère urban community (CAPI), located in the Auvergne-Rhône-Alpes region and the Isère department, benefits from a prime geographic location.

With 22 municipalities and more than 107,000 residents, CAPI is the department’s second-largest economic hub.

As part of an effort to improve communication and processing times for citizen requests, CAPI decided to implement an electronic mail management (GEC) tool. Receiving an average of up to 80 pieces of mail per day, CAPI needed this tool to track cases and actions, and also to reduce the amount of time — considered too high — spent registering this correspondence.

To encourage buy-in for the project, the community expected a product that was easy to use and ergonomic, but above all a reliable tool guaranteeing the traceability of mail, cases, files, and so on.

Already known to the urban community, Maarch Courrier was chosen for its reputation as a GEC tool, and also because this open-source software promises the long-term sustainability of the information and documents it stores.

In addition, the software’s functional coverage, along with the experience and expertise of the specialist in charge of the project, were decisive factors in this choice.

Since November 2017, Maarch Courrier has been installed and enables them to process their mail.

Project timeline

For this project, the software was installed as is. Given how mature the software solution is, its range of features is comprehensive. In other words, there were no technical or functional customizations required — the features offered by the product met CAPI’s needs.

The resources (organizational and material) made available by Maarch were decisive in ensuring the project’s continuity. Indeed, some users expressed a certain reluctance during the installation of Maarch Courrier, recalling a previous project that had turned out to be a failure.

The key stages of this project can be divided into 3 main categories

Consulting

• Initial assessment
• Workflow validation
• Creating user profiles

Implementation

• Installing the software
• Communicating about the project
• Training users in the pilot departments
• Testing phase with the pilot departments
• Training all users
• Rollout across all departments

Follow-up

• Project evaluation

The project going forward

For the next phase of this project, the solution is planned to be rolled out on a multi-authority platform that will facilitate communication and collaboration between local authorities.

SSO – Single Sign-On – connectivity is also planned (a method that lets a user log in to several applications through a single authentication). Configured according to each participating local authority’s directory, this connection will enable fast login and therefore increased productivity.

Finally, an electronic signing platform will be installed. It will mainly be used for signing outgoing mail.

Testimonial

We were looking for a mail digitization tool that would streamline internal communication between departments while ensuring the traceability of information.

The Maarch Courrier solution fully met our expectations, with a level of configurability that let us easily model our organization’s approval workflows.

On this project, we started with incoming mail processing and are gradually extending its use to outgoing flows.

The training and support phase was decisive for the success of this project, and our relationship with Maarch’s technical teams allowed us to resolve and answer our various questions.

Following the success of the project carried out for the urban community, we are replicating the model for the central city, confident that the product will meet our needs.

Olivier BLANCHET
Project Manager, Shared Information Systems Department