The Power Service company in 2011 completed an EDMS implementation project

Power Service Ltd purchased an electronic document management system "CASE" in number of 30 jobs and a subsystem of "DELO-WEB" – development of Electronic Office Systems (EOS) company. Delivery and works on implementation are carried out by the partner of EOS Group – KS-Consulting LLC (Barnaul).

Power Service Ltd (The Tomsk region, Mr. Strezhevoy) is the organization existing more than 6 years. The company applies unique technology of electricity production by means of utilization of associated petroleum gas. By active implementation of the latest technologies "Power Service" provides reduction of emission of harmful substances, cares for improvement of ecology.

For years of work in the field of power the company management came to a clear understanding of need of optimization of all business processes of the enterprise. Positive experience of use of products of EOS Group company at the enterprises of this sphere, such as Altai RDU, "the International Energy saving Corporation", JSC Kuzbassenergo, JSC Chitaenergo, Energosbyt and many others became one more factor of making decision on implementation of EDMS "DELO".

Already today the CASE system should provide problem solving of control of execution of instructions, the analysis of performing discipline in Power Service. Implementation of EDMS will allow to build the accurate scheme of the movement of the main documents at the enterprise, will give an opportunity of control of execution of documents, including control of execution of contractual commitments, and will create premises for transition to paperless document flow both in firm, and in interaction with her partners. It is remarkable that this customer is ready to refuse considerably from the very beginning of operation of a system work with paper documents in the company. In particular, completely passes process of approval of documents into a paperless type. At setup of a system all employees of the device of the management will become users of EDMS, including on mobile devices; will receive the virtual office and a set of the rights corresponding to their job responsibilities. It is one of those exceptional cases when from the very beginning of operation of a system all staff of the enterprise working with documents becomes full-function users of EDMS – "official" will be equated to "user". One more problem which the CASE system – a possibility of remote access and preserving of the involvement into business processes of the company of employees should solve during the business trips by means of a subsystem of "DELO-WEB".

At present the following problems are solved with implementation of EDMS "DELO" in Power Service Ltd:

• The organization of accurate maintaining all internal documentation of the enterprise, correspondence with third parties.
• Automation of conducting contractual office-work (maintaining templates of agreements, registration of agreements, supplementary agreements, acts and other contractual documents), planning and control of work of employees on contractual documents.
• Ensuring control of execution of instructions of the management.
• Accomplishment of operational electronic approval of documents, project development of documents in electronic form.
• Automation of the main business processes of the company connected with preparation and work with documents.

Specialists of department of implementation of KS-Consulting LLC conducted examination, organizational structure analysis and business processes of Power Service company. At the moment there takes place individual training of employees to work with a system. Start of EDMS "DELO" in commercial operation in thirty workplaces is planned for the first decade of December.

The project final - the beginning of work

The implementation project of the Delo-Web system is complete in December, 2011, the company integrator reported on April 1, 2013.

Since December 1, 2011 the solution is used in the mode of production operation. All internal document flow of the company is conducted in electronic form. The documents and projects which are not registered in the CASE system are not considered by the management.

Implementation of EDMS solved a number of problems:

• the accurate scheme of the movement of the main documents at the enterprise and correspondences with third parties is built;
• control of execution of instructions of the guide and documents is provided;
• contractual office-work (maintaining templates of agreements, registration of agreements, supplementary agreements, acts and other contractual documents), planning and control of work of employees on contractual documents, control of execution of contractual commitments is automated;
• development and approval of documents are completely transferred to an electronic form;
• remote access in the system of employees is provided during the business trips using a subsystem of "DELO-WEB".

Except the CASE system and a subsystem of "DELO-WEB", all users of EDMS had an opportunity to use the option "Monitoring of Documents".

Application profile:

• the notification of users about the come events in the CASE system (receipt of new documents and instructions, change of the project status of documents, input of new reports by contractors);
• the notification of users on the coming events in the CASE system (approach of control completion dates of instructions, vising and signings of draft documents).