MGTS completes the project of updating of the version of EDMS on the IBM platform

The Business Logic 2.0 company completed an implementation project of the new version of an electronic document management system "Logic of ECM. EDMS" on the IBM Lotus Notes/Domino platform in JSC MGTS. The message about it was distributed by the press service of integrator on November 2, 2012.

Preparation

The management of MGTS at the beginning of 2012 made the decision on construction of new model of document flow and transition to the advanced automated system of documentary providing.

The requirement of the head company (JSC MTS) to bring management of documents into accord with the corporate standard became the important reason of replacement of former EDMS also. In group where MGTS enters, as such standard serves the software product "Logic of ECM. EDMS" which is successfully used in AFK "Sistema", Bashneft, MTS.

Solution

The foundation of the project is laid in February, 2011. Implementation term ─ three months. Tasks:

• reducing costs for support
• development of new regulations according to a corporate system of management of JSC MTS
• removal of functional restrictions on development of a system
• system implementation of archiving of data
• data migration from a former system in new EDMS

For project implementation the Business Logic 2.0 company, the developer of an ECM system "Logic of ECM is invited. EDMS" (ex-BOSS-Referent). Use of a shrink-wrapped software product without excessive customization was the main requirement from the customer that would provide quick start in operation and project implementation in time.

Specialists of the contractor executed inspection and the analysis of a current status of document flow in the company, then started setup and installation of a system, development of report forms. On the next stage integration of EDMS with a personnel management system of SAP HR and a directory service of the Active Directory then system deployment began is performed.

Parallel to implementation user training began. In MGTS training center equipped a class, created the exit group of training helping to master work in new EDMS on places. Before start of a system specialists "Business Logic 2.0" should carry out to trial operation still data migration from the existing workflow system and to implement changes in the module Office for formalization of exchange of documents with citizens and structures city authorities of Moscow.

Result

Implementation optimizes business processes, new regulations are developed, costs on maintenance of EDMS, and in general are considerably reduced, the model of document flow of the company is transferred to qualitatively new level.

"We had an opportunity to carry out the analysis of document flow, ways of movement of documents between departments that guarantees high performing discipline and transparency of office-work of the company — Victor Durygin, the director of exploitation of IT of MGTS noted. — About 60% of office-work of the company are involved in an electronic document management system now, and the management had a new opportunity to control processes of office-work of 30% of personnel of MGTS. Our investments into a new system, according to preliminary estimates, will pay off within two years".

Execution of the project creates 2600 automated jobs on technology of the web client, virtualization based on VMware is applied, work in a cluster is organized at the expense of what it was succeeded to cut down significantly expenses on ensuring functioning of EDMS and technical support of numerous users.

"For our company the project was extremely interesting: for very short term it was necessary not only to implement a new system, but also to execute integration with corporate systems — Maria Kamennova, the CEO of Business Logic 2.0 company told. — Joint efforts achieved very high rates of the project, it was necessary to study quickly, to master new EDMS during the hottest period of start, and not to the detriment of the current business processes. The project team made of IT specialists of MGTS and the best practicians "Business Logic 2.0" successfully carried out transition to the drawing specialized solution with ability to integrate, development and easy scaling, having laid thereby the thorough foundation for a company performance of the customer".