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Girona City Council has implemented a automated system using robotics to update the vehicle census. The solution improves data processing efficiency and eliminates repetitive and mechanical tasks, which allows municipal staff to engage in value-added activities.
The agencies send the technical data sheets of the new vehicles in PDF format to the town hall, which must be included in the vehicle census. About 3.000 cards must be registered each year, devoting approximately 4 minutes of work to each one. This task is characterized by being very repetitive and consumes a lot of time and human resources. In addition, there is a risk of data entry or file manipulation errors. Thanks to the automation of this process, the average time of managing each file has been reduced to 10 seconds and with total accuracy in the data.
This solution is documented in theDigiCanvis Observatory as an innovative initiative of the local administration.
Com funciona?
Robotic process automation (RPA) refers to software that automatically interacts with applications in the same way that people do in their daily routine: by moving the mouse, choosing options, searching the screen or logging in information
Thanks to these capabilities, the RPA robot performs all the necessary steps to enter the data from the tokens in the vehicle census automatically and in the same way as the organization's staff would do it:
- Prepare the user work environment, close open applications and log in to the tax management vehicle census application.
- Since vehicle records are saved in PDF format in folders organized by day, ask for the month of the year you want to process
- For each vehicle file in the folder, open the PDF file and read the license plate field. It then checks that the value of the field matches the license plate given in the file name (file names start with the license plate of the vehicle they correspond to).
- Locate the vehicle in the vehicle registration application using the registration, attach the PDF document to the corresponding section and check that it has been attached correctly.
- Finally, save the PDF in a directory where all processed documents are saved.
Currently, Girona City Council carries out this process once a month and it lasts about 2 hours, without any direct intervention by municipal staff.
What are the benefits?
- Time saving Automation makes it possible to process a large number of vehicle records more quickly and efficiently than if done manually.
- Minimization of errors. Automation eliminates the risk of human errors in data entry. These are accurately captured and transferred between PDF files and tax management systems.
- Guarantee of confidentiality and data security. Robotization ensures the consistency of the processed data, as well as the guarantee that the execution of the process is carried out as it is in automation, with a traceability of the actions carried out.
The system has been in operation since May 2023 with very good results: reduction of the average management time per file by 99,6%. The calculated time savings is 91 hours per year with automation.
You can find out the key aspects to take into account to replicate this initiative in the file Automation of registrations in the vehicle census.
DigiCanvis Observatory
New space to spread and promote digital transformation projects
It collects innovative initiatives and good practices (DigiCanvis) that have been successfully implemented in Catalan councils and that are a source of inspiration for the rest of the bodies.
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