SEB Bank together with Digital Design increased high-speed performance of EDMS

2017: Performance improvement of EDMS

SEB Bank using Digital Design company implemented the project on performance improvement of an electronic document management system. On November 9, 2017 reported about it in Digital Design.

Prerequisites

In 2017 SEB Bank was puzzled with a question of performance improvement of an electronic document management system. The initiative of the project on optimization of EDMS proceeded from real users — employees of the bank even more often began to note a slow response of a system to actions. As result, the management set the task before specialists of Digital Design company to take measures for speeding up of a system.

The Digital Design company at that time performed technical support, the electronic document management system based on Docsvision in bank appeared in 2011.

During use in a system irrelevant transactions collected, and for some management processes in the company possibilities of optimization appeared. Successful project implementation on performance improvement of EDMS requires not only desire of users, but also a well thought-out plan what actions will help to correct the collected problems. Development of such plan was also started by specialists Digital Design.

Project Progress

Updating of the version of a system

The first and most predictable step on the way to performance improvement of a system is an updating of the version of the platform. Transition from Docsvision 4.5 on 5.4 means improvements, expansion of architectural opportunities, emergence of missing functionality.

Updating of the version of the platform allows to optimize the main algorithms of data processing, at the same time does not require big time and resource expenditure.

Change of servers

Along with updating there was a process of transition to modern servers, it was executed by specialists of bank. This action provided reduction of speed of system operation for several seconds.

Updating of processes

After updating of the version of the platform earlier automated business processes function in "the compatibility mode", but for obtaining required efficiency they need also to be updated.

The Docsvision platform has a number of features which make transition to versions easier more conveniently. One of them is the modular architecture — it allows to upgrade existing and to implement modules independently of each other without intervention in the main business processes. Other important advantage of the platform, according to the representative of "SEB of Bank", is simple administration and a possibility of support and development of EDMS by forces of own specialists.

Within the current project the command Digital Design together with employees of the bank updated two the most difficult on the structure of the module — process of purchases and process of acceptance of employees for work. Since system implementation of the requirement to some processes and to documents changed therefore modules required not only technical updating, but also changes in business logic.

Project Results

During the carried-out works modules purchased additional functionality. So, for example, in the module of purchases approval of documents via e-mail without connection to EDMS, installation of a limit for the amount of purchases and control of the choice of suppliers became possible.

Process of acceptance of the employee for work differs in side-by-side and asynchronous execution of process steps. For example, document creation can happen along with creation of an account in corporate systems for the new employee. As noted, with this task specialists Digital Design thanks to close interaction coped with employees of the bank.

Specialists of bank in real time continue to update other processes step by step.

2012: Implementation of EDMS based on DocsVision

The Digital Design company completed system implementation of electronic document management in SEB Bank. Now in EDMS about 20 employees of the bank work at the DocsVision platform.

Project

For implementation specialists of Digital Design used the product Smart Start 3.0 for DocsVision 4.5 that allowed to minimize finance costs on the project. At the same time in a system all main functionality of EDMS is implemented – office-work, registration of agreements and administrative documents are automated. Besides, joint efforts of specialists of Digital Design and JSC SEB Bank develop and put into operation the system of approval of purchases.

Outputs

Thanks to new EDMS time spent by specialists of bank for search and work with documents was considerably reduced. The management of the organization received the convenient instrument of control of performing discipline, cost optimization, effective planning of an account part of the budget. Simplicity of the implemented solution will allow SEB to Bank to perform further support of EDMS by forces of own IT service.

Opinion

Alexey Klimin, the Chief information officer of SEB of bank, noted: "The solution to upgrade the workflow system of bank by implementation of EDMS ripened for a long time. The specifics of banking activity oblige to process and archive considerable volumes of documentation. At the same time the processing system and document storages should have logic, transparency and availability to the ordinary user. According to the results of the analysis of alternative offers the management of bank selected Digital Design company for project implementation on implementation of EDMS".

"At system implementation of electronic document management in any company the factor of motivation of employees to its use is very important. Emergence something new – whether it be an IT product, methodology of work or even the menu in the dining room – practically always causes some resistance of a part of workers owing to inertness of a human thought. In SEB the management right after system implementation refused to accept documents for approval from any sources, except EDMS. Therefore it is possible to predict that in the shortest office-work in the company completely will pass into an electronic form that will help to optimize workflows and to increase their efficiency", - Oleg Greshnev, the director of the department of corporate systems of Digital Design told.