The Bashkir state pedagogical university starts operation of EDMS

The Bashkir state pedagogical university of M. Akmulla (BGPU) completed implementation of EOS for SharePoint (Foundation), the company reported on November 22, 2012.

Objectives

Growth of number of paper documents and aspiration to arrange a flow of documents led the management of BGPU to the decision on system implementation of electronic document management. Competitive advantages of EDMS EOS for SharePoint allowed Medialux company to win an open competition.

Solution

The main objectives solved during implementation:

• streamlining and unification of processes of document flow;
• reduction of terms of passing of documents and approval of their projects;
• ensuring proper level of performing discipline;
• ensuring remote access of employees to base of documents.

Details

As a result of project implementation 50 jobs for key staff of the university are set, processing of incoming correspondence, issue and control of instructions according to incoming letters, processes of approval and the approval of drafts not of finance documents is automated.

In a system the possibility of issue of initiative instructions which are used by managements of the university for operational issue of tasks to the staff of faculties and departments is implemented. Multi-stage process of approval of orders on the movement of students is completely automated.

The possibility of remote work of employees in EDMS from mobile devices or desktop computers is provided. Means of EOS for SharePoint create and configure a corporate portal, including file storages. The possibility of the publication of materials is provided, the news feed on the homepage which is used by employees for the notification on actions is created.

Implementation of EDMS EOS for SharePoint allowed to unify document creation in all divisions, made processes of approval and a statement completely transparent and convenient. As a result loss of documents or an incorrect route of their movement is excluded, need to transfer paper documents between divisions disappeared, the efficiency of work significantly increased.

Result

The project, including stages of inspection, setup of a system, filling of reference books and carrying out user training, took about two months. As a result the customer in the minimum terms received the system providing to employees the fast and convenient mode of work with electronic documents.