Implementation of ELMA ECM in NITI Progress

Briefly about the project

"Progress" is created by NITI in 1959. For the expired 55 years the institute became one of the leading technology organizations of the Russian industry. The institute executes a full stroke of engineering works: design, production and "turnkey" implementation of the created equipment. Among customers of Institute there are large-scale state concerns, the commercial organizations, technical colleges of the Russian Federation.

The organization structure of Institute consists of 40 departments, in the state about 600 employees work.

For reduction of working time of top managers under approval and signing of documents, ensuring process of preparation of the project documentation according to terms and also for problem solving of communication between departments, in the company the product ELMA ECM + on the ELMA BPM Suite platform was implemented.

Project Tasks

• Optimization of working time of Top managers for work with documents;
• Reduction of terms of approval of documentation;
• Decrease in "human factor";
• Execution of terms of approval, consideration, answers to incoming documents.

History

Cooperation of ELMA and "Progress THREADS began in May, 2013. The project was implemented in several stages: 1. Setup of the module of Office;
2. Business process on the entering documentation.

Prerequisites of the Project

The workflow system at Institute was arranged in such a way that approval and signing of documents top management was performed only in so-called "subscription hour" - the documents which collected from all departments were signed only at this time. It created the known inconvenience as for the management (other workflows stopped at this time), so concerning execution of terms of work on documents. Each department of the office had a feature also available that for lack of a common information space created problems of search and approval of documents and also search of the executive in charge in documents.

The importance of customers of Institute assumes high quality requirements of outgoing documentation and also to accomplishment of accomplishment of contractual commitments in time.

Solution method

During the first stage the solution on automation of work with document flow was implemented:

• Unified information environment is created;
• Templates about 30 standard documents of Institute are developed (ORD, the project documentation);
• Independent numbering of documentation of each department is implemented;
• End-to-end numbering of documents on each project is created;
• The simplified search of the document in several key details is implemented
• Storage of history of work with the document (automatic creation of document revisions) is provided;
• The regulations of registration of the document which contain the obligatory data providing control of term of sending the document are created: date, the responsible person, on the basis of what letter or the agreement, term: the date of receipt and term of the answer.

During the second stage of the project business process on the entering documentation was implemented

The process purpose - acquaintance of key staff with incoming letters and documents, fixation of the fact of acquaintance, execution of terms of work with the document. Any incoming letter is directed to any department of Institute. In case the letter is directed personally to the CEO, he manually appoints contractors, proceeding from a request. If the letter is directed to any department, the office of department is engaged in appointment of contractors.

Thanks to the built business processes, on an absence period of one of heads, approval of the document is delegated to the substituting employee now that also substantially increases document flow speed.

Project Results

Thanks to implementation the following tasks were solved:

• At top managers time for the solution of strategic questions was released;
• Considerably sweep rate and approvals of documents in Institute increased;
• There was a performing discipline;
• "the human factor" decreased;
• There was a history of work with the document;
• There was a planning of working time (meetings and production meetings in the company) within one calendar with mailing in one information environment;
• Operating time with documents thanks to the general templates is optimized.

Since the first stage of system implementation, in Institute the project team from heads of departments in which learning process to work with the interface was organized was created: it allowed to begin work in a system in the shortest possible time.

Today 110 employees actively use a system.

On a result of end of the second stage there were plans for 2015 on implementation of business processes for document management and in the administrative and managerial sector and also connection to the system of all employees of Institute.