Alyans Oil Company purchased the license to use of the Document management system and tasks of TEZIS

In 2011 in Alyans Oil Company the project on the choice of EDMS came to the end. At the same time some other the known systems on workflow automation was considered. The solution based on the THESIS system of HAULMONT company was selected as a single corporate platform of electronic document management as most meeting requirements. Among selection terms of the platform appeared:

• Broad functionality, a possibility of complex automation of workflow processes and office-work, task management and instructions in scales of all organization;
• Flexibility of the platform. An opportunity further to automate the adjacent processes and business processes which are beyond EDMS;
• Light scalability of a system. Already within the project on implementation acquisition of new assets, with the subsequent connection in a system was supposed;
• High performance and fault tolerance as the most important criterion for the organization with geographically distributed divisions and large volume of data;
• A possibility of "painless" data migration from EDMS on the Lotus Notes/Domino platform and others;
• Short project deadlines – it is very not simple to find in the market the company and a product which would allow to solve a number of difficult and major problems in a short time;
• Implementation cost, maintenances of a system. To the customer it was also important that the solution was based on new technologies and did not cause difficulties in use and maintenances;
• The image and experience of the developer played an important role when choosing the supplier of the solution. The system user feedback was considered, reliability of the solutions presented at the market was checked.

"The electronic document management system of TEZIS and the company service provider of HAULMONT are selected by us not accidentally. We were convinced of reliability of the solution in practice - the system prototype is effectively used nearly four years in three divisions of the company. The functionality and flexibility of a system are ideal for high-quality and operational implementation of our business challenges. Also I would note efficiency and qualification of a command of HAULMONT developer, their experience of implementation of large-scale solutions in the Russian and European market", - the director of the department of IT of Alliance Oil Company LLC of UK" Dmitry Mayorov emphasized. Solution Main objectives of the project:

• Workflow automation based on a single platform;
• The organization of reliable storage of unlimited amount of documents that means a possibility of growth of the company and information flows, both within all structure, and in each separate division;
• Data migration with ECM on the Lotus Notes/Domino platform, other ECM;
• Automation of adjacent tasks;
• Integration with an accounting system.

At the beginning of the IV quarter 2011 Alliance Oil Company decided on the platform and service provider. During the same period there took place preproject inspection, system implementation of management of documents and tasks of TEZIS in management company was performed (taking into account migration of a large number of data from EDMS on the Lotus Notes/Domino platform), and commercial operation of a new system began. Thanks to close interaction of the customer and HAULMONT company, the management company managed to be transferred to the THESIS system in a short time – till December 1, 2011.

In the I quarter 2012 commercial operation of a system in divisions of the company in Usinsk, Samara and Tomsk began. In the II quarter 2012 there passed system implementation in the companies to Almetyevsk and Blagoveshchensk, also with transition to commercial operation. In the III quarter 2012 preproject examination, preparation for implementation and implementation in two companies of Khabarovsk, one of which the Khabarovsk Refinery, was conducted. In the IV quarter there took place implementation in Ulan-Ude, Sovetskaya Gavan and Vladivostok. Thus, until the end of 2012 all divisions of Alyans Oil Company included in the plan were transferred to a single platform of electronic document management. In 2013 a system was started in one more division in Moscow. Now over 2000 employees are connected to a system.

"Enough deadlines were one of features of this project. In 2-2.5 months we carried out requirements gathering, approved the functional specification with the customer, carried out integration with the system of accounting, and it was not just 1C, and the system written under the customer based on 1C. And also carried out data migration from the EDMS used earlier. Also trial operation of a system was carried out to this period. And since December 1, 2011 the THESIS system was already brought into commercial operation in management company.", - the head electronic document management of HAULMONT company Ivan Laskin shares.

At the moment there are works on automation of a number of adjacent tasks: "performance management of personnel" on solution development stages, "treasury" - on stages of trial operation, "accounting of requests of logistics" and "budgeting" - is already transferred to regular operation in one of divisions of Samara.

After implementation of EDMS users estimated convenience of a system in comparison with the previous solutions and advantages of its flexibility: new tasks and the ideas of application of the solution, expansion of functionality of a system began to appear. In particular the problem of automation of accounting archive for the purpose of simplification of reporting on actions of tax audits was implemented in 2012 in 2 weeks.

"Already in the course of the project the new ideas come, we continue to impose new solution specifications, and the developer successfully in it supports us. As practice showed, opportunities of the solution are not exhausted by our imagination", - Dmitry Mayorov, the Head of Department of IT specifies.

Within the project the system of interaction between the center and divisions was developed. Exchange of documents began to happen rather simply: the clerk in division creates the document, selects the specific head to whom it is directed, and the document already underwent approval in EDMS, clicks to register, send and after that the document appears in the folder of the clerk of that head to whom the document was sent. Implementation of this functionality allows to reduce time expenditure and to facilitate work of office.

Integration with an accounting system which was written under the customer from scratch – mix of accounting and management accounting, with rather difficult logic. Nevertheless, specialists of HAULMONT company coped with an assigned task. In TEZIS the agreement is created, goes to approval, after his statement information automatically gets to an accounting system. It allowed the customer to avoid payments without agreements, to structure this workflow and to bear these standards on subsidiaries.

Result

In a project deliverable of implementation of ESM THESIS in Alyans Oil Company it was succeeded to organize a common information space in a number of divisions in enough short time. Estimating intermediate project deliverables, it is possible to note that such features of the project as a geographically-distributed structure and a high load on a system, did not affect result and terms of the project. Also the company during the project received not only the reliable partner on behalf of HAULMONT company, but also the flexible platform based on which implementation practically of any business challenges including which are beyond EDMS, for example is possible: performance management of personnel, budgeting, accounting of requests of logistics, etc.

Also as a result of system implementation of TEZIS such tasks as reliable storage of large volume of documents were solved, integration with an accounting system is carried out and process of automation of adjacent tasks is begun.

"As a result we received that system which answers assigned tasks which were formulated at the time of the beginning of the project. We received as the partner – the developer who dynamically answers our new questions that he very pleasantly and not always is, by experience of maintaining other projects. And I consider, it is a great luck.", - the director of the department of IT of Alyans Oil Company Dmitry Mayorov sums up.