SKF "Sphere" upgrades an electronic document management system of the company

The Sfera construction company with assistance of Digital Design develops an electronic document management system based on the DocsVision platform.

Tasks

Specialists of the organization will transfer EDMS to version 4.5 of the DocsVision platform and will expand its functionality in the field of management of internal processes and automation of approval of agreements.

The Sfera company implemented an electronic document management system based on DocsVision in 2009 with the assistance of Digital Design. Until now EDMS was used for office-work and as electronic archive, and the secretariat was a key user of a product. Now requirements of SK "Sphere" in the field of workflow automation increased and the decision on conversion of the existing EDMS was made.

Objectives

Within the new project specialists of the company are going to strengthen a control system of performing discipline and also to automate process of approval of agreements. Implementation offline of the client necessary for connection to the system of employees on building sites of SK "Sphere" will become the key moment of modification of EDMS. Service offline of tasks is intended for work on the client computers which do not have direct online of access to the server. Data transmission will be performed in this case by e-mail, and a task to open through an email client of Microsoft Outlook. Thus, using offline service employees on remote platforms will be able to receive through the system of a task and to update their status. Also for a full-fledged work of employees on construction sections with slow access to network (for example, on the mobile Internet) at clients terminal connection using Microsoft RemoteApp technology is established.

Opinion

Dmitry Vostryakov, the associate director on IT of SK "Sphere", comments: "Now each employee of the enterprise can receive up to 40 tasks – orders, orders, memos in day. In a system only for the first half of the 2011th year several thousands of different documents – memos, the entering and outgoing correspondence, agreements, orders and so on are saved up. Completion dates of tasks through the system of reports are controlled. It allows to reduce quantity of not performed and overdue tasks, raises responsibility of workers, allows to browse load of the employee. Specialists begin to approach more responsibly purpose of completion dates of tasks, they become more adequate to reality. At the moment about 200 office employees are involved in a system, but we need a possibility of control of performing discipline even more than 100 people working at remote construction objects. Use offline of the client will solve this problem and will help to optimize interaction of remote platforms and office. We also plan further expansion of functionality of an electronic document management system, gradually passing to process management. Now there is active creation of a control system of performing discipline and automation of process of approval of agreements. Also now processes on procedural transactions and processes with a certain logic of the movement on a chain of contractors and controllers are created and described".