SVFU of Ammosov completed implementation of EDMS

In 2011 the university became the participant of the federal target program of development of education that caused innovations in different fields of activity. First of all, changes concerned educational process, including the movement of organizational and administrative documentation and operation of the clerical device for which optimization the decision on system implementation of electronic document management was made. During tender at the choice of EDMS the DIRECTUM system showing the transparent, intuitive scheme of work and high degree of scalability won.

As an optimal solution specialists of the working group of the project selected DIRECTUM Enterprise delivery option. Problems of optimization of interaction, creation of electronic archive of documents, document registrations in electronic form will be solved using functionality of Basic modules, modules Office and Management of Meetings. The implementation project will begin in March, 2012 and will pass in several stages. At the first stage automation of work of 500 employees is planned, in the long term this number will be increased till 1500.

Thus, in Yakutia the foundation of automation of work of the largest university using an electronic document management system and interaction management of DIRECTUM is laid. As experts of DIRECTUM expect, this project will give start to further increase in business performance of the Yakut enterprises and organizations.

2013: Project Completion

On November 19, 2013 the DIRECTUM company announced end of system implementation of electronic document management and interaction management of DIRECTUM in SVFU of M.K. Ammosov.

Project Progress

The implementation project is begun in March, 2012. Project works charged Galaktika of IT Ltd.

During the project processes of office-work and management of meetings and also interaction of structural divisions are automated. Control of execution of the made decisions, resolutions and instructions is implemented in the form of a subsystem of the interactive reporting on the SVFU internal portal.

Within the first stage the research of an organization structure of SVFU is conducted, project solutions are developed and the detailed technical specifications are approved. Delivery of 200 licenses of a system is executed, the organization structure of SVFU is investigated, project solutions are developed, the detailed technical specifications in the directions are approved:

• Management of the entering / outgoing correspondence and organizational and administrative documents;
• Control of performing discipline;
• Management of meetings;
• Management of office correspondence;
• Management of citizens' appeals;
• Contract management;
• Preparation of statistical reporting;
• Processing of appeals to storage of reports;
• Management of requests for logistics.

At the end of 2012, within the next stage, large-scale training of staff of SVFU for the purpose of preparation for work in the DIRECTUM system is provided. In total training courses were completed by more than 100 heads and the staff of university.

In the spring of 2013 the contractor carries out all necessary preparatory work – installation and setup of a system, directory synchronization of organizational structure and workers with the financial accounting system of university, a system is unrolled in 76 structural divisions.

Project Results

In June, 2013 the DIRECTUM system is put into experienced and production operation, in a month – into the mode of day-to-day running.