Main directions of flows of documents of Federal Accreditation Service

Evolution: from turnover of legally significant documents to turnover legally significant data

Main directions of flows of documents of Federal Accreditation Service

2016

• More than 170 thousand documents in 2016 (78,000 vkh, 54,500 iskh, 39,000 vn)
• More than 3 prepared documents a day counting on 1 user
• More than 30% of internal documents are prepared on paperless technology
• More than 3300 documents are sent on MEDO

In May, 2016 the Digital Design company completed the next project on upgrade of an electronic document management system of Docsvision of Federal Accreditation Service (Federal Accreditation Service). The performed works allowed to solve a number of problems of the customer among which there is an updating of the SEDO platform, improvement of modules regarding bigger functionality and compatibility, a possibility of use of the qualified electronic signature in MEDO and others. The customer highly appreciated the achieved results and noted fall forward and efficiency of SEDO.

Within upgrade of a system the main efforts were concentrated on updating of the module MEDO to the latest version that gave the chance to specialists of Federal Accreditation Service to perform exchange of the documents signed with the qualified electronic signature in the system of interdepartmental electronic document management.

Specialists of Digital Design company carried out upgrade of the module "Electronic Expedition" intended for tracking by applicants of the status of the documents filed by them in Federal Accreditation Service. The module is expanded function of identification of the applicant as physical person or legal entity that allowed to simplify the procedure and to reduce search time of documents applicants.

Search results in "An electronic expedition" are complemented with data on sending the answer to the address and details of the outgoing document.

Within the project updating of the solution "The Automated Workplace of the Head" on IPad for the purpose of setup of its compatibility with operating system iOS 9 is made. The customer in addition purchased 10 licenses of the solution, and now "automated workplaces of the head" use 18 users of Federal Accreditation Service.

2015

At the beginning of 2015 the project for development of an electronic document management system of Federal Accreditation Service regarding control of performing discipline, preparation and sending documents with the electronic signature on MEDO channels in federal executive authorities and ensuring mobile work of the top management came to the end. Project works were performed by specialists of Digital Design company.

Implementation of a software module "Mobile Workplace of the Head" (MWH) gave to top management of Federal Accreditation Service an opportunity to conduct remote work with documents and tasks using iPad tablets running iOS. The module "The Automated Workplace of the Controller" expanded functionality of EDMS regarding control of execution of instructions and simplified control procedures over execution of instructions. Implementation of the module "The Electronic Signature in MEDO" provided a possibility of acceptance and sending electronic documents to federal executive authorities on MEDO channels with the electronic signature of heads giving the legal importance to electronic documents.

In 2015 the project for development of EDMS based on SDU "Priority" in Federal Accreditation Service (Federal Accreditation Service) regarding control of performing discipline, preparation and sending documents with the electronic signature on MEDO channels in federal executive authorities and ensuring mobile work of the top management was implemented. The carried-out works allowed to achieve considerable cost reduction in the organization of document flow of the customer: terms of preparation, approval, signing, registration and sending documents are minimized; need of signing of paper copies of the electronic documents signed with the qualified electronic signature at interdepartmental exchange of documents with public authorities on MEDO channels is excluded.

2014

On April 10, 2014 the Digital Design company reported: The Federal Accreditation Service updated an electronic document management system, having transferred it to the new version of a software platform of Docsvision 4.5 and considerably having expanded functionality of a system. For April 10, 2014 transition is performed in 80 workplaces in central office of department and on 15 in branches.

The project of updating of the version of EDMS for Federal Accreditation Service was executed by Digital Design company. Within the project specialists of the contractor conducted additional examination of the operating business processes of administrative office-work, optimized and automated them. All saved-up data from the electronic document management system which is earlier used in FSA were transferred to new EDMS.

As of April 10, 2014 a system provides complex workflow automation, in particular processes of creation, approval, registration and mailing of documents and also control of execution of the related instructions.

Elizabeth Chudinova, head of department of office-work of the Federal agency on accreditation: I want to note that works on setup of a system, regarding processes of administrative office-work, were executed qualitatively and quickly. The convenient tool allowing us to reduce terms of preparation and execution of documents due to operational bringing documents to contractors is created. Besides, we had an opportunity of electronic approval that significantly accelerates process of accomplishment of a task and allows to provide to employees an information access about course of execution of documents. Already now it is possible to say that costs of time decreased by 30 percent.

Sergey Greben, manager of projects of Digital Design company: Feature of the project was the fact that on all its extent employees continued to use a system actively. We created all conditions that full functioning of EDMS did not stop. Specialists of Digital Design provided training of staff of Central office and Territorial Departments, having shown the existing scenarios of work with new functionality thanks to what all range of systems capabilities finds application.

2013

Digital Design completed in 2013 the project on system implementation of electronic document management on the DocsVision 4.1 platform in Federal Accreditation Service (Federal Accreditation Service). The solution was implemented based on the Administrative Office-work application. Works were performed in a short time and two weeks lasted.

At the same time in EDMS about 50 people can work. Within the project the organizational activity connected with registration, processing, preparation, storage and accounting of documents, task performance, control of performing discipline, remote access to data was automated. Employee of Federal Accreditation Service: "Implementation allowed to organize all document flow of organization and also control of executive discipline. It should be noted that the Digital Design command, despite short terms, qualitatively performed all necessary works".

Sergey Gaydamakov, the director of the department of automation of government institutions, Digital Design, tells: "At the time of foundation of the organization registration of all documents was made in tables of Excel that demanded from the staff of organization of big time expenditure. Also it was extremely difficult to exercise control of performing discipline properly. Thanks to implementation of EDMS in organization the transparency of processes of document flow is provided, and employees had an opportunity to quickly register and process data. It is possible to tell with confidence that in the light of these changes in Federal Accreditation Service the level of efficiency of business processes in general will significantly increase".