The city administration of Yaroslavl optimized message handling of citizens from the We Do Together portal

2020: Optimization of message handling of citizens from the We Do Together portal

On February 26, 2020 it became known that the city administration of Yaroslavl optimized message handling of citizens from the We Do Together portal.

As it was reported, the city administration of Yaroslavl and its structural divisions process hundreds of documents and citizens' appeals daily. Effective search of the accumulated information and data exchange between structural divisions of the mayor's office is performed as a result of complex automation of office-work on the Russian Docsvision platform. The city administration of Yaroslavl processes citizens' appeals, exchanges documents with the Government of the Yaroslavl region in which document flow is implemented on the DIRECTUM platform.

The city administration of Yaroslavl has a difficult organization structure: in its structure 29 divisions, a part from which have rights of the legal entity and have actually the separate document flow (for example, Departments of municipal economy and education, Management committee municipal property). The project of workflow automation was begun in 2010, gradually developed, and in 2018 a system was updated and on a centralized basis implemented in city administration and all its structural divisions. 660 employees are connected to EDMS on upgraded version of the Docsvision 5 platform.

EDMS saves working time and paper. Now it is impossible to lose the document or the draft document. Full control of process of preparation and approval of orders pleases. At document retrieval it is possible to find the cards created in office of the mayor's office, but not in the structural division, it very much facilitates work. There is an opportunity to find any document for the entire period of the work in a system, without addressing anybody. Kudryavtseva T.A., the chief of the general department of Department of Education of city administration of Yaroslavl told

Within the project the basic office work processes for all document types are automated. One of the last completions of the project - message handling from the portal of the Governor of the Yaroslavl region "We do together".

The We Do Together portal is the state information system of acceptance and message handling of citizens of the Yaroslavl region concerning activity of executive authorities and local government authorities of municipal entities of the Yaroslavl region. Citizens handle on the portal the problems, information is reported to public authorities or local government, and within 10 days citizens receive the solved problem. The pilot project was started in 2017, for February, 2020 other municipal entities of the Yaroslavl region are connected to it.

Within the EDMS project in the mayor's office process of unloading of results of consideration of citizens' appeals on the ССТУ.рф portal is developed. The subsystem of exchange of electronic documents between the Government of the Yaroslavl region based on the DIRECTUM platform and the mayor's office, a subsystem of exchange of electronic documents between all structural divisions of the mayor's office, including and with city administration of Yaroslavl is implemented. The role model is configured, including for processing of citizens' appeals as each division should see only "the" documents.

Thus, by means of system implementation of electronic document management the city administration of Yaroslavl increases management efficiency and performing discipline, reduces time for processing and document retrieval, reduces costs for supplies and an expedition of documents and also unproductive costs of working time of employees.

In 5 years of the last years passed through a system already 470,000 documents and about 940,000 tasks. The partner of the project - Service-TV — Info company.

Process of work with citizens' appeals is significantly simplified: the number of expired addresses decreased, confidentiality of information on addresses due to flexible differentiation of access rights is provided. Search of applicants, addresses in different details became simpler. Timely and operational preparation of report forms is provided. told Gorshkova G.N., the head of department of work with citizens' appeals of management of office-work of city administration of Yaroslavl

2012: Implementation of EDMS Docsvision

The solution represents workflow automation of self-government institutions (office, the direction of documents on addressees, imposing of resolutions, issue and execution of instructions, initiative documents, citizens' appeals, etc.).

The large-scale implementation project of an electronic document management system based on the Docsvision platform in the mayor's office of Yaroslavl began in 2010 with Department of municipal economy.

In 2011 a system was brought into operation in Department of Education, Management on physical culture and sport, Management concerning family and the childhood. In parallel implementation in the administration and legal department of the mayor's office for implementation of end-to-end document flow - from the receiving mayor to structural divisions and departments began. At this stage developments of EDMS the mechanism of control of performing discipline were gained already by heads of the highest level – the mayor and his deputies. In 2011 works on connection in EDMS of all structural divisions as remote points of interaction are finished, EDMS in territorial administration of Dzerzhinsky district was brought into operation.

In 2012 EDMS is implemented in Management of organizational work, municipal service and to public relations; Management on social support of the population and labor protection; territorial administration of Krasnoperekopsky district; territorial Frunzensky District Administration. At the end of 2012 consolidation of electronic document management systems was carried out to a single system of document flow of city administration of Yaroslavl. Today practically in half of structural divisions of city administration of Yaroslavl all basic processes of classical office-work, in all others – a part of processes are implemented.

The Prof-Consulting company successfully solves a complex problem of ensuring the movement of documents between structural divisions of the government of the Yaroslavl region and the mayor's office. The project became one more successful example of implementation of interdepartmental electronic interaction.