Experts confirmed the quality level of implementation of EDMS to URFA

Delivery and software implementation "Electronic document management system and interaction managements of DIRECTUM". Automation of organizational and administrative documentation, the entering/proceeding documentation, contractual process, control of execution of the decisions made at meetings.

The program of development of the largest higher educational institution in the Urals "Ural Federal University named after the first President of Russia B. N. Yeltsin" pays a close attention to development of an organization structure and upgrade of administration management by a higher educational institution. Therefore the management URFA made the decision on implementation of a single system of electronic document management URFA which to increase efficiency of administration management of the University by divisions. By the order of the rector URFA the "System Implementation of Electronic Document Management" project is given the status of strategic.

At the first stage the working group carried out the careful analysis of the main solutions in the field of ECM presented at the Russian market selection criteria of systems are defined. On analysis results, the programme coordinating board of development URFA made the decision on the choice of the DIRECTUM system as platforms for implementation of administrative document flow of higher education institution.

At the first stage of works on implementation it is going to conduct examination of office work processes of higher education institution, to develop technical specifications, to carry out installation and setup of a system, training of key staff and to organize full-scale system testing different structural divisions of the University. Among key selection criteria of the contractor the working group of the project selected qualification of employees, experience of accomplishment of large-scale projects, responses and recommendations about earlier executed projects. As a result of selection of contractors the agreement was signed with company "FINEKS Kachestvo" - the oldest general partner of DIRECTUM.

Dmitry Starkov, chief executive of Finex Quality Ltd: "For our company this project, undoubtedly, special. Most of employees of department of corporate information systems are graduates of USU or UPI – those higher education institutions of Yekaterinburg which became a basis for formation of the Federal University. And now we are proud of an opportunity to aim our efforts at the development of our "alma mater".

Project deadlines: April, 2013 - December, 2013 (the planned dates of termination of the project)

In general, the project is devoted to expansion of opportunities of electronic document management of DIRECTUM, expansion almost twice of the number of users of EDMS DIRECTUM.

The project assumes development and embedding in functionality of the existing system of new regulations of interaction between divisions. In particular: development of regulations on work with orders on primary activity, on work with administrative documents (except orders on primary activity), temporary regulations of an execution of orders on sending to EDMS, on work with documents SMK.

Works on modification, setup and making changes in the EDMS model based on testing are planned.

Rendering consulting support of employees on a test stage of the made changes in the EDMS model (almost online, consultation within 1 (one) working day, from the moment of receipt of the address).

Change of the functionality of EDMS existing at the moment under needs of the client Work on updating of the existing version of EDMS EDMS DIRECTUM user training. The cycle of seminars is approved: Use of basic system modules of DIRECTUM Use of the module Office of the DIRECTUM System Administration and setup of the DIRECTUM system

2014: Project audit

On August 15, 2014 it became known of carrying out audit of project deliverables.

The Finex Quality company automated the majority of administrative processes. For August 15, 2014 in a system more than 700 employees – all administrative personnel, institutes, structural divisions and branches of the University in Sverdlovsk region work.

Implementation of an ECM system was executed within the program of development of the university. By the order of the rector URFA the project is given the status of strategic. The management of university planned conducting independent examination with involvement of specialists of the top skills.

The analysis of results of implementation was carried out by Galaktika IT and Doktayp companies – partners of DIRECTUM.

During audit by specialists of the companies are studied:

• project and technical documentation;
• the developed technical solutions, correctness of the carried-out settings of a system;
• optimality of the operation algorithms used at automation;
• statistics of accomplishment of processes in the DIRECTUM system;
• contents of addresses of users to technical support service.

The analysis of satisfaction of users is carried out.

For increase in degree of objectivity of final results both companies conducted examination independently of each other. Expert opinions based on audit are submitted at an enlarged meeting of the working group on implementation of EDMS URFA.

Experts noted correctness of settings and modifications of a system, and the most important – a full compliance of the developed solutions to requirements of the customer. They emphasized that possibilities for development and improvement of the DIRECTUM system are not exhausted yet. It is possible to improve a system to URFA at once in several directions:

• increase in visualization of the user documentation;
• expansion of opportunities of use of web access;
• optimization and increase in visualization and ergonomics of the interface;
• work process optimization regarding the maximum use of parallel schemes of approval of the purpose of reduction of aggregate term of work with documents.

Natalya Goncharova, the head of department on office-work and the general questions URFA, noted: "In the course of inspection experts could estimate objectively and without prejudice quality of works on system implementation. Results of substantive audit will be attentively studied by the working group and will help to define the main ways of further development and improvement of an electronic document management system of Ural Federal University. We are grateful to all experts for the done work".

Dmitry Starkov, the chief executive of Finex Quality Ltd, told: "At accomplishment of projects by our company in the field of management consulting, in particular, at implementation of the systems of management according to international standards, carrying out audit by "third party" is customary practice. Independent assessment of joint work of the Customer and Consultant, final results of the project by authoritative experts allows to improve quality of consulting services continuously. However within the IT project with such requirement of the Customer we faced for the first time, and I estimate this experience as very positive. On the one hand, we were highly appreciated by our colleagues who, as well as our company, have solid experience of implementation of DIRECTUM. On the other hand, the heard notes and recommendations will allow us to improve methodology and technology of execution of works and to lift quality of the implemented projects to new level. It seems to me, practice of "external audits" of results of implementation should be considered as obligatory for any large project – it will do good to all its participants".