Results of use of Docsvision in East Equipment

2011

In Vostochnaya Tekhnika LLC the project on implementation of an information system based on DocsVision started. The Utilex company became the supplier of the solution.

Within development of a business management process by company management East Equipment, the official dealer of Caterpillar, Sullair and Metso Minerals companies in the territory of Western and Eastern Siberia, Yakutia and the North of the Far East, the decision on need of improvement and process automation of work with documents and also creations of their uniform structured archive was made. The company came to a conclusion that it will bring notable economic effect due to increase in effective management of processes of the movement of finance documents, reduction of terms of approval of documents and labor costs and also decrease in operational risks. Having studied a number of offers, East Equipment made a choice for benefit of the solution based on the DocsVision platform proposed by Utilex company.

Under the terms of the signed agreement of "Utilex" will perform implementation of an information system which will allow to automate process of approval of agreements and will provide the centralized document storage on the corporate portal constructed based on Microsoft SharePoint.

The solution "Utilex" is based on the DocsVision SharePoint Edition platform combining strengths of an electronic document management system of DocsVision and the Microsoft SharePoint corporate portal: flexibly configured interface and a possibility of automation of completely regulated processes.

According to corporate methodology of maintaining projects employees of "Utilex" suggested to break system implementation into a number of key stages:

• the initiation of the project including the approval of the Project charter and resource planning;
• the analysis, preparation and approval of functional and technical requirements to the solution;
• development and approval of design of project solutions;
• development and complex system testing;
• start of the solution in action, including trainings, and trial operation.

Such approach will allow to provide control over terms and workmanship of each stage of works.

"Continual improvement and development of production processes is an important component of our success, - the manager on IT of East Equipment company Tatyana Chesnova tells, - We consider that implementation of an information system on automation of work with documents on the portal will lift the company to the new level of the organization of business processes and will increase efficiency of our business".

Once you note that the organization of electronic document management on the portal – this trend of the market, and is demanded by the increasing number of the successful companies.

2012

The ECMGroup.Pro company completed the project on process automation of work with agreements and finance documents for Vostochnaya Tekhnika LLC. Served as the solution to software based on DocsVision SharePoint Edition. The information message was published in the blog of the company on September 26, 2012.

Objectives

The management of "East equipment" made the decision on need of business process automation of contract management and finance documents. A choice is made for benefit of the solution based on the DocsVision platform which was implemented by forces of ECMGroup.Pro company.

Solution

Within the project implementation of an information system on the DocsVision SharePoint Edition platform combining strengths of an electronic document management system of DocsVision and the Microsoft SharePoint corporate portal is carried out: flexibly configured interface and a possibility of automation of completely regulated processes. This system allowed to automate process of approval of agreements and financial the document and provided their centralized storage.

"Already during trial operation when only some agreement types were entered into a system, the advantage of the solution became obvious, - the IT manager of East Equipment, the project manager Tatyana Chesnova told. - Terms and labor costs on creation, approval and work with agreements and finance documents of the company were considerably reduced. Now it is possible to trace the process course, all under control and in a complete order. The ECMGroup.Pro command very responsibly belonged to our requirements, studied our processes in detail and as a result constructed the solution which is thought over to trifles. Responsibility, efficiency and qualifications of such command does not raise doubts in the one to whom development of a system, and plans in this direction at us really enormous will be entrusted".

"It should be noted the fact that East Equipment is the company with the western model of business and foreign management, - Anatoly Gavrilov noted, the CEO of ECMGroup.Pro, - and this project demonstrates that, first, the platform of our domestic developer DocsVision can successfully be used in such companies, and, secondly, our experience and competences are also demanded in these conditions. Already in the middle of the project we decided to draw close attention and efforts to search of clients with similar features of management. It is sure that it will bear fruit".

Result

During the project the independent site for testing of modifications and carrying out training of new users is deployed. Now in a system more than 50 employees of the central office and employees of one of remote divisions work.

Project Development

On July 10, 2014 ECMGroup.Pro announced continuation of the project in East Equipment. The customer made the decision - to continue joint work for further scaling of a system and expansion of its functionality.

During cooperation of the companies in 2013-2014 specialists of ECMGroup.pro according to requirements of the company a number of functional completions was implemented: integration with Access and Axapta for process automation of work with personnel documents, monetary claims, purchasing requests and also requests for traveling expenses is executed. Work of the employees involved in these business processes is simplified and accelerated, the workmanship increased.

Staff of ECMGroup.pro created the mechanism of batch print which significantly reduced time for selection of documents when printing.

Tatyana Chesnova, IT manager of East Equipment company: "Our company works with the ECMGroup.Pro command the third year, we are happy with the achieved results and we are going to continue works on development of an electronic document management system. We consider that for an effective company performance of EDMS it has to be involved in all spheres of activity where there are approval processes. Many departments which staff participates in these processes request their automation as they see as far as EDMS simplifies work with documents. When scaling the current solution load of a system therefore in addition to development of EDMS our commands are faced by a problem of optimization of all processes, data, algorithms for the purpose of ensuring the most effective system operation increases".

For July 10, 2014 in a system more than 250 employees work, all 26 branches of the company are connected to work in a system. In the closest plans of the company deployment of EDMS in all divisions of the company where there are approval processes and also transfer of a functional complex to the new version of the Docsvision 5 platform.

2015

ECMGroup.Pro will update Docsvision in East Equipment up to 5.3

In January, 2015 in Vostochnaya Tekhnika LLC the project on the translation of the Docsvision system on version 5.3 started. In addition to adaptation of the solution under the new version, works on automation of two new processes are planned. ECMGroup.Pro acts as the contractor of the project.

In 2012 specialists of ECMGroup.Pro company implemented the project on process automation of contract management and finance documents based on the Docsvision 4.5 SharePoint Edition platform. This system allowed to increase efficiency of work with agreements and finance documents in the company and provided their centralized storage. Also in 2013-2014 specialists of ECMGroup.pro according to requirements of the company implemented a number of functional completions: integration with Access and Axapta for the purpose of process automation of work with personnel documents, monetary claims, purchasing requests and also requests for traveling expenses is executed.

In a system more than 250 employees from 26 divisions, including territorially remote work.

Migration on the version of Docsvision 5.4 and results

Migration of the solution in 2015 on the version of Docsvision 5.4 became the important milestone of the project which allowed to increase work speed in a system, to expand an automation zone (a circuit of personnel documents) and to implement the additional functionality allowing to consider specifics of activity and standards of the enterprise. For today activity in EDMS of staff of the Central office and 26 branches of the company is automated. A system is used by more than 250 employees of the company.

Among main objectives of the project there is a cutting of costs for maintenance and development of a system, stability augmentation and high-speed performance and also preparation of a system for a possibility of use further of new and perspective technologies and practices (such as "Easy client", DataCapture of technology, etc.)

During the project also processing of finance documents was automated, their storage is organized. In the course of approval of requests in a system reconciliation of the planned expenses and budget limits, with formation of the adequate notice in case of need is implemented. For transfer of the approved finance documents in the accounting system integration into Microsoft Dynamics AX was implemented.

Implementation of uniform EDMS was especially important, considering territorial branching of the company and need of active remote communication of the employees who are in the different cities. The solutions "Reference Book of Currencies" and "Batch print" became important features of this stage of the project. "The reference book of currencies" - the user card into which of Central Bank of the Russian Federation services information is periodically loaded: it allows to add to cards of documents of a field in which the result of automatic recalculation of the amount at the rate of the specified currency will register in the specified date. Using Batch print the user can select cards of documents on the basis of the selected search query from a dialog box of batch print or select cards from folder contents view pane, note them for printing, select a printed form (xslt-conversion) and specify a type of printing (a printed form of cards and/or investments).

Using ready mechanisms of interaction, integration of EDMS with external systems is provided: Active Directory Microsoft Dynamics AX 4.0 Microsoft Exchange Microsoft SharePoint Microsoft Office, Access.

The project step by step developed, a system was scaled and increased functionality. In 2015 the company updated the platform to the most current version of Docsvision 5.4 and implemented new functionality of a system on processing of personnel documents. Among interesting completions - a special system the analyst allowing to analyze documents on certain signs and to create the system of difficult routing. Conditions of formation of drafts of contractual documents are provided: as with the sections of the text protected from editing by the user, and the parts available to it to changes. Automatic protection of the signed agreements against unauthorized or random change in EDMS due to converting of the signed document from the MS Word format in the PDF format is implemented. For convenience of users and reduction of the same transactions group printing of finance and personnel documents is implemented: formation of document packages (two and more cards) and their transfer on printing one action.

In total during the project 20 new cards are developed (not including standard and office), about 100 unique routes of approvals are used, about 60 printed forms (documents, notifications) are configured, about 70 document types and templates corresponding to them are created and structured. Rich opportunities for approval of documents are implemented based on the module "Expanded Approval" from ECMGroup.Pro. A system is used by the staff of financial department and accounting, legal and commercial departments. In a month about 2500 documents are registered.

2018

New functionality is added:

• tools for the package approval of payment documents
• addition of a circuit of personnel documents with approval of providing accesses to internal resources for new employees
• implementation of printed forms for use of the EDS
• an approval process of business trips and printing of the accompanying documents
• implementation of a new document type of Car Rent and scenarios of work with it

The modules EDMS which are specially developed for the Customer are updated and complemented with new opportunities:

• the integration module with Axapta
• module Expanded Approval

Within optimization of earlier developed functionality the following works were carried out:

• installation of accumulative updating for HO10 platform
• audit of high-speed performance of a system as a result of which measures for increase in speed of system operation taking into account growth of number of documents and processes were proposed and implemented