Federal State Unitary Enterprise USST No. 8 at Federal Agency for Special Construction implements the document flow automation system

Specialists of Balance-Service company implemented in Federal State Unitary Enterprise GUSST № 8 pri Federal Agency for Special Construction an electronic document management system based on the 1C: Document Flow 8 CORP software product.

Tasks

Large volumes of production and complexity of installation and construction works require processing of a large number of construction documentation. Document flow of the enterprise in a year is about 25 thousand documents. Earlier at the enterprise the self-written program was used. Possibilities of this program were limited (limited search, there was no possibility of document transfer on approval and execution, there was no control of performing discipline). Over time this program ceased to meet the requirements of the enterprise. For increase in employee performance with documents the management made the decision on transition to a modern electronic document management system. The project of automation included two priority tasks – streamlining of storage of documentation and reduction of time of document handling.

Solution

Based on carrying out monitoring available in the market EDMS, superior organization, Federal Agency for Special Construction, the 1C: Document Flow software product was recommended. System implementation is entrusted to specialists of Balance-Service company.

Joint work of specialists of Balance-Service company and Federal State Unitary Enterprise GUSST № 8 pri Federal Agency for Special Construction allowed to implement 1C: Document Flow in four months. Today in a system 160 users in 24 divisions of the organization work.

Main project deliverables

• Search time of the necessary information was twice reduced, it was promoted by clear structure of document storage and a possibility of full-text search. All documents are registered in uniform information base. All entering and outgoing documents are connected among themselves and with the sender or the receiver of the document. It allows to look at the answer according to a certain document or to see all correspondence on the correspondent.
• Motion speed of documents in the organization grew twice. Electronic documents are quickly transferred from the employee to the employee for acquaintance or approval.
• The possibility of loss of documents is excluded. A system provides reliable storage of all documents, a possibility of their recovery at loss of the original.
• Each user has an opportunity to work with the electronic document revision, thanks to it need to make paper copies of the original document that, respectively, led to paper economy disappeared.
• A system allows to create the documents used at the enterprise on the basis of ready templates. It allowed to increase labor productivity of employees. In a system it is also possible to monitor change of documents – who and when entered, this or that change.
• The performing discipline of employees increased. A system notifies the employee on being at him on execution of documents, expired documents, terms of working off of documents.

Result

A new system is unrolled in 160 workplaces and already allowed to cut by half time for joint document handling and for search of the necessary information, to exclude a possibility of loss of documents, to increase performing discipline of employees.

Opinion

The first deputy chief of Federal State Unitary Enterprise GUSST № 8 pri Federal Agency for Special Construction Popytayev Alexey Vladimirovich: "As a result of system implementation "1C: Document Flow 8 CORP" we received the complete solution on automation of accounting and document storage, interaction of employees. The management of the enterprise received a convenient control facility and the analysis of performing discipline. In our further plans – system implementation of electronic document management in 27 branches in the territory of Udmurtia and beyond its limits and also implementation of data exchange with superior organization".