MERS 112 Project and Document Management System

Maharashtra Government has launched “Maharashtra Emergency Response System’ (MERS) to bridge the existing gaps and meet the current challenges being faced by Maharashtra police and to improve the process and reduce the emergency response time by the use of latest technological tools and systems. In the view of this modernisation, TACT was engaged to implement Project Management and Document Management Solution as a collaboration and task management tool.

The client intended to implement Project Management System (PMS) which shall facilitate the MERS-112 team to manage all the projects related information like project details, client details and helps in efficient tracking of the resources, allotted task, and project progress. Our solution was equipped with unique features like resource tracking, resource allocation, communication, collaboration, planning and scheduling, cost control and budget management, etc. to help stakeholders in important decision making and delivering the project components on time. The main goal of the project management system was to help the client’s team to foresee the risks and challenges that could detail the completion of a project.

A tool with such varied features had multiple and complex user level requirements and also required multiple software bug testing and resolution iterations.

The implementation was done with close coordination with the team. There was a fair amount of technical knowledge utilized to ensure systems implementation of projects go smoothly and user-level requirements were properly and fully addressed to ensure internal controls are followed correctly.

Along with the Project Management System, we also implemented the Document Management System to keep track of all the documents, maintain and control revision history, and ensure document security. The system is equipped with a feature to create the document and distribute different access rights among different users. With this, the administrator (admin) could keep track of all the actions performed by the system users. The admin can access each file, can review the changes, control access right of each user and was allowed to view the annotations and reply back to the added comments.

TACT DMS allowed client to control the production, storage, management and distribution of electronic documents, yielding greater effectiveness and the ability to reuse information and to control the flow of the documents. Major components of Document Management System were: Metadata, Indexing, Storage, Audit Control, Security, Versioning, and search.

One of the biggest challenges was to track multiple editions and make the documents accessible to relevant team members without losing important documents.

We ensured that with the electronic document management system, the client can easily locate all their files. Even in the worst-case scenario of someone deleting the document, there are several ways to retrieve such deleted files. Along with it we took care that all the necessary documents could be easily retrieved and edited when required. The client could also set permission constraints on certain documents and allow only chosen individuals access to edit these documents.