Avtopribor plant (Directum (system))

For the rational organization of management processes and interaction at the plant the DIRECTUM ECM system was implemented. During the project specialists of the plant managed to solve many important problems of joint work of employees, to bring processes of document flow to new qualitative level. About details and features of implementation we were told by Anna Agafonova, the chief of Service of administration of information resources of the plant.

Anna, tell what caused system implementation of electronic document management?

At our plant more than 2600 specialists work, from them more than 1000 people directly work with information: participate in document flow and operate with corporate content. Certainly, the enterprise with such large number of personnel involved in documentary and business processes, needs interaction automation that is impossible without implementation of specialized IT solutions.

We needed to reduce costs of working time of employees for approval of documents, to simplify process of control of execution of instructions therefore on the first place there was an automation of organizational and administrative document flow. At the same time, need of creation of electronic archive and increase in efficiency of information search ripened. In addition there was a problem of unaccounted flows of documents and also their losses.

Because SMK operates on the plant, there was a need of increase in level of awareness of our employees, their involvements into process of approval of the SMK draft documents. Automation was required also by other processes: approval of third-party orders, delivery agreements, diagrams of implementation of changes of construction and technology, cards of permission.

As a result, the whole complex of the reasons induced to start the choice of the most optimal electronic document management system us.

How did selection process of a system happen? Whether still some options were considered, or DIRECTUM was selected at once?

Different options were considered, studying of demoversions and testing of a number of systems was carried out. Works were carried out within 3 months. As a result of researches the electronic document management system and interaction managements of DIRECTUM as the most suitable at the price and functionality was selected. It is also decided to be entered into work of the enterprise.

Tell about how the implementation project and what processes it affected was performed? How did train employees in work in a system?

At a stage of signing of the contract the decision on implementation of DIRECTUM was made by forces of specialists of the plant. The project started at the end of 2008. First of all we designated the list of the processes requiring automation, placed priorities. Then at the plant the analysis of a current status of separate process was carried out, the group including the owner of process and information technology specialists formed, the schedule of actions for project implementation was formed.

In process of development of the project, key business processes were automated:

• management of organizational and administrative documentation;
• approval of documents SMK;
• approval of third-party orders (insourcing);
• approval of diagrams of implementation of changes of construction and technology (GRVI);
• approval of cards of permission;
• approval of delivery agreements;
• management of IT requests;
• management of office correspondence;
• approval of requests for personnel recruitment.

In parallel there was a training of our employees which we separated into stages: primary training in work in an electronic document management system (acquaintance to the interface) became the first stage, and all subsequent stages were directed to training in the specific automated business processes.

The first stage of implementation passed successfully, now a system is in a stage of permanent development as there is a lot of business processes which are subject to transfer in EDMS of the plant.

Anna and what personally for you was the most difficult during the project?

In general for me at system implementation there were no solved problems as we knew that we want to receive as a result, and moved to achievement of an effective objective. Perhaps, the only thing that remained difficult and at the moment, is a motivation of staff of the enterprise to follow rules. In the version of DIRECTUM 4.5 which we use now there is no opportunity to strictly set the sequence of actions * which the user of a system should make, for example, to create the document, to send it along a certain standard route. I hope that in the nearest future we will manage to upgrade to version 4.7 where there are masters of actions **.

Whether today it is already possible to say that certain results were achieved? What scope of employees system?

Yes, it is unconditional, results already are. Today in a system more than 400 employees of the plant work. During the project new types of electronic documents, cards of electronic documents, standard routes and reports were developed. So, for example, now top management of the plant and middle managers participate in approval and the approval of electronic documents, at the same time the electronic digital signature is used. In addition to the management a large number of specialists of different divisions of the enterprise including production is involved in the automated processes: directorate, office, department of development of the integrated system and environmental monitoring, production and dispatching department, workshops of the main and auxiliary production, management of sales, management of purchases, legal department, department of economy, department of job management and motivation, etc.

The DIRECTUM system helped us to solve a number of the tasks set on start of works on implementation. Costs of working time of employees for approval and document retrieval were considerably reduced.

How you are going to develop the received solution further?

Process of "transfer" of business processes in the DIRECTUM system happens step by step. If necessary, we change and we supplement a system independently, thereby, developing it in the necessary direction. So, at the moment, trial operation of process of "Approval of requests for personnel recruitment" comes to an end and also in development there is an automatic formation of "The act of technology approbation" from process of "Approval of cards of permission". In total at the plant there are about 160 documents SMK of different types. First of all we transferred processes which "lay on a surface" to DIRECTUM. Further it is going to carry out the analysis of documents SMK, and depending on priorities the plan of the subsequent actions will be made.

• the DIRECTUM system provides to employees big freedom in execution of works and relies on the regulations existing at the enterprise.

• • a new interaction interface of the employee with the DIRECTUM system. Masters of actions allow to facilitate accomplishment of routine or difficult transactions; from the user input of the set parameters for start of business process and formation of documents is only required.

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