Administration of Podolsk (Delo-Web)

In November, 2012 the SoftExpert company (Tula), the golden dealer of Electronic Office Systems company, completed the next stage of implementation of EDMS "DELO" in Administration of one of the largest industrial centers of the Moscow region – the city of Podolsk.

For municipal entities of the Moscow region the CASE program, a flagship product of EOS Group company, is well familiar and perfectly proved solution. More than three tens municipalities of area selected this product for workflow automation, the organizations of interaction between structural divisions and ensuring control of execution of in-house documents.

The project on system implementation "MATTER" in Administration of Podolsk started in March, 2012. By the beginning of the project in administration staff and divisions of a problem of document registration, control of execution, work with citizens' appeals decided means of the different programs which are not integrated among themselves. Such approach significantly complicated analytical work, document retrieval and did not provide the due level of control of execution.

The project began with small – 5 jobs of EDMS "DELO" which at a stage of pilot operation allowed to estimate flexibility of a system, its scalability, compliance to the scheme of document flow admitted to administrations were purchased. After the product was tested in small scales, the management of Administration made the decision on full-function implementation of EDMS in two stages with the purpose to provide uniform standards of work with documents in all management structures with the city.

At the first stage the mayor, deputy heads, the secretariat, receptions of executive authorities and divisions of administration staff participated in the project. The administration and committee on construction and architecture were provided with jobs to the end user. 55 jobs of EDMS "DELO" and also the options "Notification and Notification", "Process management", "Line Scanning" were purchased, the opportunity for work with a subsystem of "DELO-WEB" is provided. Jobs received all key links of document flow of administration staff and also each structural division on "points of entry" of documents.

At the second stage (October, 2012) 50 more jobs – for heads of executive authorities, divisions of administration staff of the city and their assistants were set. Also jobs of the option "Scanning" and "Head's Portfolio" were purchased.

In the course of the EDMS setup all structural divisions received uniform technology of document flow. Specialists of SoftExpert company provide group training, and at step-by-step input of a system in operation users of EDMS had individual training. At the request of the customer detailed instructions on work with each system module were written.

Now all divisions of city administration of Podolsk work in EDMS "DELO" in a common information space. Territorially remote structures got access to the database using a subsystem of "DELO-WEB". Employees receive notifications on events in a system via e-mail using the option "Notification and Notification". For heads the possibility of remote work in a system by means of the option "Head's Portfolio" is implemented.

After end of the second stage time for document retrieval was considerably reduced. The options "Line Scanning" and "Scanning" and also transition to approval of draft documents in electronic form not only accelerated all process of work with the in-house documentation, but also considerably reduced costs on printout, copying and delivery of paper documents.

Reliability augmentation of storage of confidential information became significant achievement. A system provided multilevel differentiation of access rights to electronic documents and complete recording of work of users.

Means of a system implement difficult analytics. A significant amount of report forms which allowed to automate formation by contractors of reports on work with documents and made more visual and "transparent" work of municipal employees is developed.

A wide range of possibilities of the CASE system drew attention of heads of Managements of administration owing to what they made the decision on acquisition of additional jobs for further expansion of scope of EDMS in these structures. Gradual scaling of the CASE system happens in administration and now.

Further transition to electronic document management using the EDS, exchange of documents with different municipal authorities and also use of a system in the course of rendering the public and municipal services is planned.