The Irkutsk state university works in the Directum system

In a project deliverable of implementation of DIRECTUM at the Irkutsk State University (ISU) the electronic document management system automating work of 100 people is created. The possibility of interaction in unified information environment both managerial and teachers, and students is provided.

The Irkutsk state university is founded on October 27, 1918. Today it is one of the largest educational institutions of natural-science and humanitarian profiles in Russia. The educational complex includes 5 educational institutes, 9 faculties, 2 branches, scientific library, a postgraduate study, a magistracy, doctoral studies and also the virtual university – the IGU educational portal which is basic in the region. Over 18 thousand students master at the university of the program of 52 specialties and the directions. Faculty number – about 900 people.

In the presence of infrastructure of the general information space at the university there was no single system of interaction management between divisions. To liquidate this problem, the administration of IGU decided to implement an electronic document management system. At the initiative of teachers of department of the information system headed by professor A.V. Mantsivoda, the university took part in the "Providing DIRECTUM for Educational Process" program within which the teachers and students were given the chance to get acquainted with the DIRECTUM ECM system. After studying and testing by the assistant to the rector on informatization L.V. Rozhina the comparative assessment of the DIRECTUM system with other workflow systems was carried out. On the basis of the analysis the management of IGU was convinced that DIRECTUM not only is convenient for training, but also can be applied as the EDMS platform of the university therefore the decision on system implementation was made. Tender for implementation was won by Sibron Consult company – the partner and the Center of the certified training of DIRECTUM in Irkutsk. The project passed with active support and participation of all administration of IGU, including the rector of the university A.I. Smirnov.

Within the works on implementation starting at the end of 2010 tasks of standardization of activity of all divisions of IGU are solved. For example, at process workflow automation "Management of educational activity" the divisions which are directly implementing educational process were connected: departments, faculties, institutes, educational and methodical management, management of a postgraduate study, selection committee, administration. A system covers all structure characterized by a vertical of activity of the university: administration, institute (faculty), department, employee of department.

The project started with automation of classical office-work on the basis of the module Office. First of all the tasks of document registration (entering, outgoing, internal) according to the developed nomenclature of affairs and codification of divisions were solved.

The module Office was in full used not only for office-work automation, but also at process automation "Management of educational activity" as documents of educational process also required registration, control of location, maintaining the nomenclature of affairs, etc. In universities the set of the solutions concerning the organization of educational process are accepted by collegiate organs – the academic councils, dissertation councils, the commissions. At the same time there is a large number of documents which problem of a regulation of the movement was relevant for IGU. For its solution the module "Management of Meetings" which allowed to automate processes was configured: �� notifications of members of councils, �� acquaintance with the agenda, �� informing on opportunity/impossibility to be present at a meeting, �� information storages about all meetings and all documentation to them in electronic form, �� control of solutions on these meetings and terms of their execution.

For process automation "Document flow of scientific activity" tasks of the organization of collective work on reports of research are solved: formation of group tasks, filling of reference books of a system, formation of resulting documents. Development includes technology of flexible routing on the basis of an organization structure, implementation of a cycle of management of recursive (cascade) routes and tools for collective introduction of data, their processings and representations. This technology allows to create the approved reports on hierarchy of contractors: the employee of department, department, institute (faculty), administration according to the set templates and models of reports.

Much attention was paid to development of corporate prototypes of documents and regulations, separation of responsibility and powers of employees. The functionality of the Basic modules DIRECTUM, modules Office, Contract management, Management of Meetings, "Interaction Management with Clients" was used for the solution of these tasks. The selected functionality became a basis of automation of office-work, contract work and also document flow on educational activity, scientific activity, budgeting. According to specifics of activity of the university within the project completion of reference books and routes of a system was made.

Passed into an electronic form also process of issue of references to students and employees. The corporate system of electronic document management of IGU provided integration into the 1C: Enterprise system and the Student system.

The Student system is own development of IGU and supports all stages of training: the entrant, the student, the specialist, – creates and maintains databases on the contingent of students, reflects document flow on stages of lifecycle of students: formation of orders, examination sheets. The Sibron Consult company develops structures of reference books, stored procedures for synchronization of data that provides directory synchronization of the Student system and DIRECTUM, formation of storage of Orders on educational and educational activity and their routing. The created orders in the FastReport format in a DB Student are unloaded in DIRECTUM where there goes filling of attributes of their card and routing with the subsequent transfer to file storage.

In a project deliverable the following business processes of IGU were automated: �� Office-work, �� "Contract management document flow", �� "Document flow of educational activity", �� "Document flow of scientific activity", �� "Document flow of budget management"

also work of 100 users is organized.

At the university the team of the certified specialists who continue to work in the direction of training and development of an end-to-end system of electronic document management of IGU is created. Now in plans of administration – to connect scientific and technical library and remote branches of institute to EDMS.