In "Imperiya-Pharma" the electronic document management system based on EOS for SharePoint is created

Activity of geographically distributed organization units of the company is inseparably linked with a big document flow. In 2010 the active growth of the company and increase in supply rates led to significant increase in document flow, and remote work on documents which are approved for branches and representations by the central office of the company became dragged very out on time and a trudozatratna. For work optimization the management of "Imperiya-Pharma" initiated an implementation project of an electronic document management system.

The project became logical continuation of process automation of corporate content management: in the company the intranet portal on the Microsoft Share Point 2010 platform was already created. Therefore, after the careful analysis of EDMS, presented at the Russian market, the solution EOS for SharePoint – development of Electronic Office Systems company was selected. The solution allowed to integrate the portal and EDMS and to create a unified environment of corporate content management on a single platform. The contractor of the project selected Ofis-Dok company which is a distributor of solutions of EOS Group in Russia and has wide experience of implementation of similar projects.

Project Steps

As for "Imperiya-Pharma" structure-forming process of all corporate document flow is work with agreements (purchases, deliveries of the contract, etc.), as pilot business process of work with agreements was selected to cover extremely wide range of users and at once to begin the maximum adaptation of the solution to specifics of processes of the company. Let's note that already at early stages the project team included specialists from different functional divisions.

At the first stage examination of business process of work with agreements was conducted. According to the results of inspection the model of subprocesses is created, the architecture and the interface of the portal is described, methods of access to documents of different categories of users are recorded. Both regulations of document flow of the company, and users were a source of information.

Business process optimization and increase in their efficiency was one of main objectives of implementation of EDMS. "A system allowed to simplify many processes, to make a number of processes more transparent, more accurately to trace terms of approval of agreements, to exclude losses of documents, - Alexander Nazarov, the Chief information officer of Imperiya-Pharma company tells. - However one of features of office-work of Imperiya-Pharma is rather large number of routes of approval of agreements. The abundance of routes is caused by a big variety of agreement types (contracts of delivery, purchases, rendering services, the agreement on implementation of government contracts and municipal contracts). We unified processes on each agreement type not to create separate routes on each of types. Several universal routes which flexibly adapt to where the draft treaty should go were developed (to a certain user or in division). Simplification was that it was succeeded to reduce load of contractors due to automation by means of a system of some actions of users. Such approach allows to save users from need to remember in what point of a chain of approval there is each document or who should transfer the agreement to approval. In a system routes of passing of agreements are sewn strictly up, there is an automatic mailing of documents according to the created scenarios. At the same time up-to-date information about the location of this or that agreement, its status is issued to the contractor (it is not approved, signed, approved, etc.). A system automatically controls execution of terms of approval and regularly sends reminders".

At the second stage the analysis of methods of implementation of contractual document flow in a system and approval of final option of representatives of functional divisions of the company is carried out. Then EDMS was unrolled and configured, the intranet portal is configured; solutions are tested by the working group of key users of different divisions of the company. Testing was necessary to reveal discrepancies of requirements and their implementation in a system. "The solution EOS for SharePoint has own developed setup device, and Microsoft SharePoint 2010 is represented by "designer" using whom it is possible to adapt the solution to processes of the company, - Andrey Pyatov, the project manager of Ofis-Dok company comments. – Therefore for implementation of wishes of users of programming it was not required".

Further a system was brought into commercial operation, regulations of work with EDMS and the portal solution are at the same time created. The platform uses web technologies, access for users to a system is organized via the browser. All users who are united in a single network using secure channels have access to a system; no add-on modules on jobs are installed.

"The number of the users connected to a system constantly grew. A system was very demanded by employees as sending of documents in paper form for approval braked and complicated process. Initially it was talked of 20 jobs, however by the end of test operation their number grew to 100", - Alexander Nazarov notes.

At present permanent integration with the third-party systems it is not carried out, with one exception: at once single exchange between EDMS and "1C Accounting" lists of partners was carried out. But the platform and the created solution allow to make if necessary integration with a broad spectrum of systems, has the interprogram interface.

On SharePoint several portals are implemented at once. First, the customer creates the corporate intranet portal on which corporate information is published. The contractor created the portal of document flow for work with documents. Besides, the test stand at which it is possible to test new technological solutions is created. The input on the portal for users is organized without need to become authorized on each of three portals manually: at turning on of the computer authorization of the user is executed automatically.

New opportunities

The most part of tasks was solved using the setup device Microsoft SharePoint 2010, without programming. However some nuances – for example, unloading of information from Microsoft Share Point 2010 for printing (for example, the sheet of approval in a required format), - demanded additional completion of a system. "These non-standard tasks were implemented as functionality of the solution, but not as single development, - Andrey Pyatov remembers. - Now the customer had a mechanism allowing to unload practically any information from Share Point in a required type. One more completion concerned some workflows connected with the main contractual document flow (for example, notifications by e-mail of specific users about different stages of passing of the agreement who do not take part in approval; or automatic putting down in the document of required attributes). It was implemented using Microsoft SharePoint Designer2010".

Results and perspectives

All draft agreements "Imperiya-Pharma" are created and approved only in electronic form now. Upon completion of approval the paper version of the text of the agreement and the sheet of approval to it is printed. The sheet of approval contains visas approving, unloaded from a system therefore there is no need for collecting of hand-written signatures. Printing is performed by the responsible. The document in paper form goes on the signature to the director, finds force of the document and is registered in EDMS as the independent full agreement.

In June, 2011, after start the system of contractual document flow in commercial operation, specialists "Office Dock" began work on automation of the following business processes (the entering and outgoing documents, organizational and administrative documentation) at once.

"Already now, only a month later after a system output in commercial operation, we receive positive reviews from users that terms of passing of agreements significantly decreased.