The administration RSO-Alania begins new project stage of implementation of EDMS

In November, 2012 it became known that one more territorial subject of the Russian Federation creates a single system of electronic document management based on the product "CASE" developed by Electronic Office Systems company. In the summer of this year the decision on creation of uniform documentary space of the region on the general software platform was made by the Government of the Republic Northern Ossetia-Alania.

Prerequisites of the Project

The CASE system is many years one of the most popular products for automation of office-work in authorities of all levels in Russia and the CIS countries. Within implementation of the concept of "the electronic government" in many territories of our country single systems of electronic document management are created based on EDMS "DELO".

EDMS, creating uniform documentary space for executive authorities of all territory, Tyva, Khakassia, the Altai and Transbaikal regions, the Kaliningrad, Lipetsk, Novgorod, Rostov, Tula regions and many other regions function in the Republics of Bashkortostan, Sakha (Yakutia).

Project Progress

Creation of the complete information infrastructure covering all executive authorities of the Republic, the organization of interaction between them using modern information and communication technologies became a main goal of the project implemented in August-September of the current year in the Republic of Ossetia-Alania.

The basic functions of office-work automated by means of EDMS "DELO", the following:

• Implementation of a uniform operating procedure with documents in executive authorities of the Republic Northern Ossetia-Alania;
• Registration of all document groups;
• Control of timely execution at all levels of management of instructions and instructions of higher bodies of the power, the guide, letters and citizens' appeals, organizations and organizations;
• Operational informing management on contractors, on a status of preparation, consideration and course of execution of documents and instructions.

Creation of uniform EDMS is intended to provide increase in efficiency and quality of work with documents, gain of control of execution of documents and tasks and creation of conditions for transition from traditional paper to electronic document management. Automation of office work procedures should create necessary conditions for economy of working time of public servants due to automation of routine transactions (copying, document retrieval, clarification of information on course of execution, etc.).

Feature of project implementation was the fact that it was required to provide functioning on a centralized basis of controlled vertical and horizontal channels of circulation of office correspondence, citizens' appeals and other documents and also the accompanying information (instructions, performance reports, instructions, reminders, etc.). The implemented EDMS had to reproduce the operating system of document flows of the Government and executive authorities of the Republic.

At the same time, the decision already at the first stage was made to include heads in the workflow system using mobile application "The head's portfolio".

Project Result

Now EDMS "DELO" is used in work by all divisions of Government Office of the Republic and also all executive authorities, complete information infrastructure between them is created. Further increase in quantity of jobs of a system, implementation of the EDS, transition to completely electronic document management is planned.

All works on implementation and commissioning of an electronic document management system "CASE" were performed by specialists of Business of IT group – the partner of EOS Group in the North Caucasian Federal District.

2013

Project Continuation

On October 29, 2013 the Business of IT group announced the beginning of the next stage of an implementation project of a system Matter in authorities of the Republic Northern Ossetia-Alania. At the first stage of the project all divisions of Administration of the Head and the Government of the republic, all executive authorities are connected to a system.

The next stage provides increase in quantity of the automated jobs, start of work with draft documents and implementation of additional options. For October 29, 2013 a system works in the mode of trial operation.

Project Plans

Until the end of 2013 years the Business of IT group should automate more than 400 jobs in 28 executive authorities and 8 local government authorities. Besides, the customer purchased the option "Line Scanning", ordered development of additional processes. Also user training is provided.

Main goal of the project - creation of the complete information infrastructure covering all public authorities of the Republic Northern Ossetia-Alania, the organization of interaction between them using modern information and communication technologies.

Expectations from the project

According to the customer, implementation of additional jobs will allow to increase efficiency of activity of all system of governing bodies at the expense of the solution of the following tasks:

• creation of uniform information base of support of acceptance of management decisions;
• the organization of the unified order of individual and collective work with documents;
• ensuring standardization of managerial documentation and reduction of quantity of forms and types of uniform documents;
• creation and storage of registration cards of documents, texts of the documents prepared electronically;
• the automated control of passing of documents from the moment of their receiving or creation before completion of execution;
• reduction of terms of consideration of office correspondence, letters, complaints and citizens' appeals and legal entities, quality improvement and completeness of problem solving, responsibility for their execution.

Implementation of new jobs will reduce terms of creation of regulations and organizational and administrative documents, will reduce unproductive manual operations on search and information processing.

2014

Next stage of the project

On February 11, 2014 the company "Business of IT" announced end of the next stage of implementation EDMS "CASE" in authorities Republics Northern Ossetia-Alania.

Within the project specialists of Business of IT company are carried out works:

• 430 additional jobs of the CASE system are set. On the basis of the analysis of established practices of document flow and according to wishes of the customer the EDMS additional settings are carried out.
• Training 10 user groups, 2 groups of technologists, 1 groups of programmers is provided. In total 430 users individually are trained at places, 89 users in groups, 22 system technologists. In learning process with users of a system "correction of mistakes" is carried out - the typical situations resulting from the wrong actions of users are sorted, optimal operation algorithms in EDMS are shown.
• In district administrations separate servers are deployed, installation and setup of separate databases is carried out.

Setup of a subsystem "The server of electronic interaction" is carried out. This subsystem is intended for the organization of electronic interaction between Administration of the Head and the Government of the Republic Northern Ossetia-Alania and administration of local government of the city of Vladikavkaz.

Jobs of the additional option "Scanning" are set and configured.

Result of this stage - significant expansion of number of users of EDMS "DELO" - today in a system the most different categories of officials work (from clerks to chiefs of departments of the ministries and departments).

Development of the project

On July 22, 2014 it became known of the beginning of the fourth stage of the project. In May, 2014 the organization purchased 320 additional jobs for executive authorities of PCO-A and local government authorities of PCO-A, 10 places of the Head's Portfolio program, the options "Informer" (10 places) and Scanning (5 places), on the new server the database is moved, individual and group training is provided users.

For the end of May, 2014 in a system 829 users worked. All executive authorities of PCO-A are united in the single database, registration sections in each local government authority of PCO-A are automated. Increase in performing discipline and transparency of execution of documents, reduction of time for document retrieval and delivery time and passing of documents is reached. Process of obtaining the reporting is automated, the foundation for the full-fledged organization of rendering services to citizens in electronic form is laid.

"In the long term we are going to pass to legally significant document flow, to use the EDS and means of cryptography, to be connected to secure system of MEDO and also to implement mobile application of the CASE system for all heads", - Alla Hatsayeva, the vice-chairman of Committee of PCO-A on information technologies and mass communications noted.

2015

Transition to the 5th stage

On February 10, 2015 "CASE" became known of preparation for the 5th stage of system implementation of electronic document management and office-work (SEDD).

For February 10, 2015 in EDMS about 900 users work, all executive authorities RSO-Alania are united in the single database, in local government authorities RSO-Alania sections of registration and some departments are automated.

Government house of the Republic of North Ossetia Alania, 2013

It is supposed that from February to June, 2015 the number of the automated places will increase by 330, 5 places of the option "Scanning" and 5 places of the option "EDS and Enciphering" will be added.

The beginning of a new stage of the project is planned for the middle of March, 2015, and end - by the end of half-year. During implementation of this stage of implementation 330 new places will be prepared.

"Already in the current year we will pass to use of means of cryptography, we will pilotno begin to implement the EDS. On the next stage we will be connected to MEDO and to adjust exchange of electronic documents with federal authorities. In plans also implementation of mobile applications. For providing 100% of a scope, it will be necessary to equip with the CASE system about 150 more jobs. After automation of all authorities RSO-Alania we are going to take the unlimited license and on its basis to continue replication of SEDD in the subordinated organizations. The purpose - installation of SEDD "DELO" in each workplace in all departments and subordinated to the management RSO-Alania organizations that will allow to refuse a number of paper documents and letters completely. We will work on that EDMS was integrated with the system of reception of citizens and the system of interdepartmental electronic interaction and automated both the general processes of document flow in RSO-Alania, and provision of services to citizens according to their addresses", - told Dzansolov, the Chairman of the Committee RSO-Alania on information technologies and mass communications Is banished.

Retrospective

To the middle of 2014 in a system 829 users worked. For the end of January, 2015 their quantity was 852.