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  • Service Portal

    Optimize task management, increase information security, and enhance citizen or customer service.

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Overview

Service Portal

A service portal is an online platform that centralizes the execution of services offered by a public or private institution. This service can be provided to both external customers and internal employees.

Efficient development of a service portal involves mapping all processes performed operationally by the company, including the documents involved in each step, approval workflows, and more.

With processes mapped, the next step is task automation, digitizing routines, implementing controls, adapting records management methodology for a digital environment, and creating an analysis area to present key information.

When ready, the service portal streamlines both internal and external service, enhances information security, and provides a new range of metrics and measurements that help managers identify bottlenecks and optimize tasks.

With over 20 years of experience in records management, Ikhon specializes in digitizing physical processes into a digital environment, creating service portals for governments, municipalities, and large agencies, adhering to records management methodologies and regulatory standards.

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BENEFITS

Advantages of Creating Service Portals

Check out the benefits provided by implementing a service portal

  • Single Platform

    With all requests concentrated in a single system, it is easier to train employees, understand demand flows, and identify potential bottlenecks for correction.

  • Activity Tracking

    A service portal tracks actions taken at each stage of the process, allowing system administrators to monitor aspects such as the current phase of a demand and who is involved in task execution.

  • Creation and Editing of Workflows

    Using a suitable platform, you can create and edit workflows to optimize processes and create new workflows for emerging processes, all in a simple and autonomous way.

  • Methodologies

    During the mapping, the initial step for creating a service portal, all standards and regulations are adapted to maintain the same procedural standard used in the physical routine of document approval.

  • Increased of Service Offerings

    All the work involved in creating a service portal facilitates the creation and implementation of new processes, increasing the demand for services to be offered to both public and private customers.

  • Information Security

    Implementing a platform for process management adds controls that strengthen user data privacy, such as access history to documents or viewing permissions.

  • Compliance and Transparency

    When the work is digitized, following records management methodologies and compliance with regulatory standards, all processes can be verified and audited in future compliance processes.

  • Service Optimization

    The process of creating a service portal digitizes all manual actions, speeds up the delivery time of a demand, and generates performance data that can be measured by management. This results in better service and provides insights for making improvements.

  • Analysis Reports

    Creating a service portal on an online platform enables the creation of a much broader range of usage and performance metrics. When organized, this information can be used by managers to support decision-making.

ADVANTAGES

Why our Service Portal solution stands out?

  • Modern and Flexible Platform for Electronic Document Management

    Modern and Flexible Platform for Electronic Document Management

    Próton is our specialized system for records management. It was developed to comply with current legislation and adapts to the needs of each institution, making it easier to control the entire document flow and tasks performed.

  • Technical Expertise

    Technical Expertise

    With over 20 years of experience in records management, we have a team of records management specialists specialized in the production of records management instruments for public and private organizations in different sectors.

  • Customized Records Management

    Customized Records Management

    Our team conducts an in-depth analysis of the client, understanding both its legal personality and the processes that exist on-site, adapting the process mapping to fit the local reality and ensure it is effectively used.

  • Use of International Methodologies

    Use of International Methodologies

    In addition to complying with the standards set by Conarq and regulatory agencies, we also adopt classification standards created by international norms such as ISO 15489 and ISO 30300.

FAQ

Questions and Answers about the Service of Creating Service Portals

  • What is a service portal?

    A service portal is a web system (typically an online platform) where users can request and execute a solution entirely digitally.

    This portal, which can be created to serve both internal and external audiences, aims to increase self-service by allowing users to complete the initial stages of their requests themselves. It also accelerates internal task execution, as approval and verification workflows are automated.

  • What advantages does implementing a service portal provide for an organization?

    Below are some of the advantages an organization will gain from implementing a service portal:

    • Autonomy in opening requests: a web portal offers a self-service layer that simplifies the lives of both users and employees who receive requests.
    • Unified requests: centralizing all requests in a single platform makes it easier to apply improvements and correct possible bugs.
    • Process automation: building a service portal involves the digitization of tasks, eliminating the need for people to perform highly repetitive tasks.
    • Greater agility: with automation, workflows develop much faster, significantly reducing the time required to complete a request.
    • Information security: unifying document management in a platform reinforces data protection measures for customers, as current systems offer features such as user tracking for file views and permission management.
    • 360° view of operations: the inclusion of a web platform opens doors for generating data and performance metrics, which can be used by management to enhance processes and assist in future prioritization.
    • Transparency and compliance: the work of digitizing workflows follows the same archival standards and regulatory requirements to ensure compliance in future audits.

  • What is the process for implementing a service portal?

    Creating a service portal involves the following stages:

    • Mapping of processes: analysis of all stages performed internally, including recording the approval workflow, teams involved, necessary documents for each phase, etc.
    • Automation: after documenting the existing workflows, a study is conducted to understand how to digitize them efficiently and in compliance with archival requirements and regulatory standards.
    • Implementation of the service portal: finally, the service portal is developed on a web platform, which centralizes all information processed in the workflows, strengthens information security, and presents new data and analysis metrics.

  • Why should I hire Ikhon as a partner for creating a service portal?

    With extensive experience in the field of document management, Ikhon has the expertise to assist organizations in building their service portal, both in a consultative capacity and on the technical side.

    On the consulting side, our clients benefit from the support of an experienced records management team with experience in public bodies and private companies of various sizes and sectors.

    On the technical side, we have developed the Próton System to accommodate all requests related to document management. Combining security features and workflow management, Próton provides more control over all information generated within the organization.

    With this combination of consulting and technical skills, we have all the necessary requirements to deliver high-quality work that makes a significant difference in the organization’s daily operations.

     

Questions?

Our expert team is ready to answer all your questions about creating a Service Portal and help you understand how it can bring tangible benefits to your organization.

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