ALROSA announced project completion replacement of EDMS by DocsVision 5

Dates of 1 stage of the project

• August, 2006 - November, 2006
• December, 2006 – December, 2009 – technical support of the solution

Dates 2 stages of the project

• July, 2010 – December, 2011

During the first stage of the project the EDMS integrating in itself processes of office-work of three remote platforms was put into operation. A system solved the following problems: automation of registration of correspondence in departments and services, its delivery to jobs of contractors, operational tracking of a status of execution of documents, a reminder on end of completion date of documents, obtaining reports on control of execution of documents, printing of details of documents, sale of the mechanism of line scanning, automation of formation of the incoming document on the basis of outgoing.

During the second stage of the project which followed operation of a system and technical support scaling of a system on all enterprises of holding (more than 40 enterprises with number of users about 2,500) is carried out, including joint work of two geographically distributed server platforms (in Moscow and. Mirnyi), setup of functionality and necessary hardware and software system. The functionality is expanded, processes of control of performing discipline according to organizational and administrative documents and also processes of approval of documents are added. Since 2012 a system is put into commercial operation at all enterprises of holding and is regularly updated. Number of users –

2016

Integration of Docsvision with SAP SRM

The project on integration of a corporate system of purchases based on SAP SRM and an electronic document management system is implemented.

Contractor: Timlis

Project terms: 2016

Docsvision 5

The project of the organization of document flow conducts the history since 2007 when the ALROSA Company performed system implementation BOSS-Referent in two Management personnels of the Company in Moscow and Peace with a total quantity to 500 users. EDMS was designed to solve problems of basic office-work: automate "office" and work with organizational and administrative documentation, to strengthen control of performing discipline, to provide interfilial interaction.

In 2010 the Company made the decision on change of the platform for EDMS and selected the program from the Russian developer – Docsvision 4.5, and in 2011 performed implementation and transition to the new program. In 2016 the electronic document management system of the company was transferred to the new version of the Docsvision 5.4 platform and accepted in commercial operation. Docsvision in the previous version remains available to use until the end of 2016, and further will be taken out of service. A system is actively used today in distributed environment by about 500 employees in Moscow and 4500 in Yakutia.

Transfer of a system to the version of Docsvision 5 in 2016 became the important milestone of the project caused by the necessity to apply the best functional practices, to integrate an electronic document management system more than 2 "platforms", to leave from descriptor security to flexible role, to leave from custom cards on the regular configured functionality and not to lag behind development of the platform. The unwillingness is strong to customize the solution is a principle of the customer for the purpose of ensuring uninterrupted commercial operation at development of the platform.

Possibilities of Docsvision 5 are in this respect wider: at the expense of more flexible basic subjects and means of designing it allows to create application functional solutions with a smaller volume of the project code, and it does the solution more reliable and less expensive at the total cost of ownership.

Today EDMS JSC ALROSA (PJSC) is transferred to the new version in full. For synchronization of these two platforms of management company – Moscow and Mirnyi – is used the module of interfilial exchange Docsvision.

Implementation is conducted by the team of the Customer created for the purposes of business design and technical maintenance, consisting of specialists of ALROSA company with involvement of contractors-employees of Timlis-Consulting company (the partner of Docsvision). Project works pass with assistance of the company vendor, the signed agreement of designer's service provides additional support from specialists of Docsvision: the personal consultant-curator is selected, representatives of vendor participate in weekly and unplanned meetings, the technical support appears in the priority mode. An important component of designer's service – the review of all project solutions in terms of optimal use of opportunities of the platform, consultation, the conclusion and the recommendation about these questions. Besides, it gives the chance of inclusion of the functionality which is in advance requested by the customer in planned development of the platform.

The scale of the project and its current status confirm readiness of the Docsvision platform for the raised loadings and implementation of the key requirements imposed to EDMS from large modern holding. In a month about 4500 unique connections to EDMS, in peak time – 1200 simultaneous are performed. 2900 documents, 2300 approvals and 8100 tasks are daily created, and about 500-900 objects of a system are transmitted through the module of interfilial exchange.

In the next plans for development of EDMS in ALROSA - work on ensuring mobile access to EDMS of heads of all function levels based on products the Easy client and the Docsvision E-mail client, application of the strengthened qualified electronic signature for further internal e-document flow of the Company and exchange with the external organizations, development and deployment of electronic archive based on Docsvision for all document file of the Company. In full-scale implementation of EDMS with replication of the solution in 4 subsidiaries and affiliates of the Company is begun of this year, since 2017 inclusion in a uniform circuit of EDMS of ALROSA Group more than 10 subsidiaries is planned.

2012

• Number of the enterprises: 10
• Number of remote platforms: 11 (from them 2 geographically distributed nodes: in Moscow and in Mirnyi. Everyone is a cluster from a set of application servers and a DB to which users of the local and remote enterprises of holding are connected).

The number of documents in a year: 210,000

Initial implementation was implemented in July, 2010 – February, 2012 by Utilex company (Novosibirsk), further maintenance and development is performed by TIMLIS-CONSULTING company (Moscow, Mirnyi) in close cooperation with IT service of the customer. The project is kept with attraction of designer's service of the producer of the Docsvision platform.

Automation of office, work with organizational and administrative documentation (registration, approvals, execution and control) was the main objectives at implementation of EDMS Docsvision in JSC ALROSA; control of performing discipline, creation of electronic archive, sending correspondence from EDMS, mezhfilialnoye / cross-server interaction.

The implemented functionality:

• Registration and execution of incoming letters;
• Preparation, approval, and sending outgoing letters;
• Preparation, approval, sending, registration and execution of corporate letters (between the companies of holding);
• Preparation, approval, sending, registration and execution of memos (between divisions in the companies of holding);
• Preparation, approval, statement, mailing on acquaintance and execution, control of execution OAD (organizational and administrative documentation);
• Processes of approval of agreements (agreements are kept in SAP);
• Mail notifications;
• Control of performing discipline.
• Growth rates of a DB are 20 GB a month.