Digital Design inspected document flow of JSC TGC-1

The Digital Design company implemented the project on inspection of business processes, office-work and document flow of leading manufacturer of electrical and thermal energy in the Northwest the region of Russia of JSC TGC-1. Based on audit specialists of IT integrator developed technical specifications on implementation in the company of an electronic document management system.

Experts of Digital Design conducted examination of structural divisions of TGC-1 - in Management and the Nevsky branch (1718 users), the Karelian and Kola branches (506 and 820 users, respectively). In a work progress specialists analyzed business processes with a binding to the used information systems and made the description of the operating IT infrastructure. Also office-work (external, internal and confidential document flow, execution and control of instructions), archives (managerial, technical, electronic), purchase management (approval of procurement documentation, holding a competitive procedure, approval of agreements, petitions) were investigated.

On the basis of results of inspection experts created functional requirements to a system and the recommendation about creation of IT infrastructure. New EDMS should implement the uniform concept of documentary providing, consider a geographically-distributed structure of the company and also provide the legal importance of electronic documents by means of the EDS. Within the project Active Directory integration, corporate the intranet portal of JSC TGC-1 based on Microsoft Office SharePoint Server, is planned by management systems for financial and economic activity and corporate certification center.

Specialists of JSC TGC-1 realized long ago need of upgrade of the electronic document management system operating at the enterprise as it does not meet modern requirements of business any more. Often there are difficulties with interfilial exchange of documents, a large number of the different supporting IT products complicates both document flow, and administration. It is going to implement a system which will provide creation of uniform processes of document flow, transparency and controllability of execution of instructions, reliability of data exchange.

Vasily Novikov, director of the department of information management, Digital Design: "When implementing such large-scale projects as change of an electronic document management system in the organizations with several thousand users, it is very important to provide all parts to minimize costs at implementation and to provide success of the project. In such cases complex audit of the business processes existing in the company is always booked and the technical specifications on system implementation are formed. It allows to define competently requirements to EDMS and to make it the organization which is most satisfying to requirements and also to optimize system implementation cost".