"The Novokuznetsk water utility" upgraded the version of EDMS

The management of Vodokanal holding (Novokuznetsk) made the decision on the next updating of the electronic document management system existing at the enterprise based on the Docsvision 4.5 platform. The ECMGroup.Pro company became the supplier of licenses

The Vodokanal Ltd housing and public utilities enterprise is focused on high quality and uninterrupted operation of rendering services, increase in profitability by minimization of total costs, implementation of new technologies and methods of management.

The solution based on DocsVision allowed the enterprise to increase considerably efficiency of control of execution of instructions and also to accelerate terms of approval of different documents and execution of instructions. Now in housing and public utilities of Vodokanal Ltd made the decision to update an installed system by acquisition of a service pack of licenses.

As a result of installation of these updates the company will receive more relevant in the functional relation, steadier, more convenient and more productive version of a system.

Kamchatova Ekaterina, chief executive of ECMGroup.Pro: "We work with Vodokanal Ltd more than four years and were during this time convinced: it is this sample of the modern enterprise which aims at organizing activity of the employees and work with documents as the most rational and effective way. Having already achieved impressive results, the management of Vodokanal Ltd is not going to be satisfied with what has already been achieved, and negotiations on a possibility of improvement of the existing system and to further perspectives of business process automation at this enterprise are conducted now".

• Project deadlines of Docsvision 4: 2009
• regular updating of Docsvision 4: 2010 - 2013
• migration on Docsvision 5: 2014
• development of functionality: 2014-2015
• migration on Docsvision 5.3: 2014
• development of functionality: 2014-2015

Problems of implementation

• automation of the activity of personnel connected with registration, processing, preparation, approval, transfer, document storage;
• creation of a uniform order of document flow for all group;
• ensuring quick search of the document and its electronic image;
• organization of purpose of instructions and possibility of control of performing discipline, terms, stages of their execution;
• reduction of non-productive costs of time for transportation and waiting of documents;
• creation of conditions to go to paperless technologies;
• ensuring measurement of temporary indicators of process of the movement of documents;
• increase in efficiency of work with documents.

What causes the solution for benefit of Docsvision and the partner?

When choosing the platform the crucial role was played by existence of opportunities for creation of the scalable and flexible solution allowing to provide the further growth and development of a system in a sootvetsviiya with business needs of the customer. The high level of competence of specialists of the company, their experience in the field of business process automation of the largest companies of Russia and also a partner development approach of the project solution became a decisive factor when choosing the contractor.

Solution description

At the beginning of 2009 the management of Vodokanal Ltd made the decision on need of use of electronic and digital technologies of information transfer for processes of life activity of the enterprise. Implementation of the similar project had to promote acceleration and simplification of processes in the enterprise and, finally, to lead to reduction of cost value of services of the enterprise that (against the background of the general growth of rates in the field of housing and public utilities) is extremely important for consumers of services of Vodokanal Ltd. During the project the preliminary analysis of limits of the project, development of the concept of the solution, a preliminary estimate of the diagram and budget of 5 scenarios of the project was performed. Functional solution specifications regarding work with correspondence, internal and in-house documents, the organization of approval and preparation of agreements, purpose of tasks and control of execution were created. Requirements were implemented by own forces at regular software updating and consulting support from "ESM Group of the Missile defense". In March, 2013 training of group of technical support of Vodokanal Ltd in work with the new version of Docsvision 5.0 in the subjects "Administration and Profound Programming" is provided. In the nearest future the project on transfer of functionality of the Customer to the new version of a system is planned.

The automated business processes

The work vtomatization in the following fields of office-work is executed:

1. Work with organizational and normative acts

2. Conducting contract work

3. Problem definition and control of performing discipline

4. Work with the in-house documentation

5. Work with the entering and outgoing correspondence.

The planned flow of documentation a year about 30,000 documents. System implementation covers more than 150 jobs in nine locations connected among themselves by communication channels.

Technology type of the solution

• Setup of standard applications of DV.
• Use of the Module of Expanded approval for all processes of approval. The module is developed by ECMGroup.Pro company.
• Development of business processes for routing of documents for consideration.
• Setup of automatic document registration with transfer of properties of a card in the file.
• Integration into the IC ZhKTs for the purpose of a binding of incoming messages to clients.
• The business effects received by the customer as a result of implementation

A system functions in full, work with correspondence, internal and organizational documents, preparation and approval of agreements, purpose of tasks and control of execution, preparation and approval of organizational regulations and processes of improvement of quality is performed."

2016: Replacement of the version of Docsvision

On July 27, 2016 the ECMGroup.Pro company announced upgrade of the version of Docsvision in Novokuznetsk Vodokanal.

In 2016 the company began to work with documents in EDMS on the upgraded Docsvision platform. Basic office-work of the enterprise and work on approval of agreements, a number of processes on quality management is automated. Integration with an information system of the housing-and-municipal center is complete. More than 150 employees annually process nearly 30 thousand documents in a system. The ECMGroup.Pro company gave support to a project team^[1].

In 2016 the technology is transferred to the version of Docsvision 5.4.

{{quote|author =
Konstantin Znobishchev, the project manager, the Chief information officer of Vodokanal company|a System is successfully used the sixth year in our company. The recipe of success of our project — a tendency to step-by-step expansion of functionality, use of current versions of a system, maintenance of all infrastructure in current status, active involvement in the project of service of quality and cooperation with the business partner of ECMGroup.Pro.

{ quote|author =
Ekaterina Kamchatova, the chief executive of ECMGroup.Pro|the Project represents an example of a joint active deposit, high responsibility and the thought-over initiative. Today a system is integrated with key applications of the customer, covers key processes and covers target users of EDMS.} }

Notes