"The Moscow Brewery" implemented EDMS based on EOS for SharePoint

2018: Project Completion

On July 4, 2018 the EOS Group company announced that "the Moscow Brewery" completed implementation at the enterprise of an electronic document management system based on the product EOS for SharePoint.

Moscow Brewery

At the first stage, from February, 2015 to May, 2016, there was a filling of a system: creation of document groups, card files and routes. In the same time archive agreements since 2008 were entered into the system and thus the complete register of agreements which it is possible to filter, create of them reports for state agencies and internal needs of the company is created. At start of a system in commercial operation in the company the internal local act giving the legal importance of EDMS was issued.

At the second stage, from November, 2017 to February, 2018, integration of EOS for SharePoint was begun with the main ERP of the customer – MS Dynamics NAV. From now on in ERP account of write-off/damage of goods and unloading in EDMS where it affirms and returns to ERP is kept. During the same period the enterprise passed to use of the strengthened qualified electronic signature.

The third stage began in April, 2018: this completion of integration with ERP regarding creation of cards of the organizations and agreements and their statement for carrying out payments and shipments, setup of service of check of partners and also implementation of "The designer of documents" for automation of work with sets of contractual documents and creation of the detailed register.

For July, 2018 the architecture of the implemented solution includes about 40 document groups: the entering and outgoing correspondence, the entering and outgoing claims, powers of attorney, claims, orders, the admission, regulations of procedures, memos, bank guarantees, agreements (15 types), documents of department of claims activities and others. In a system more than 140 routes (approval processes) are created. The number of users – about 40% of staff of the company: all office workers, part of employees of a warehouse and other divisions. Annual loading (at the end of 2017) made more than 15,000 documents and 23,000 projects.

Ensuring transparency of all business processes, reduction of terms of approval and statement as the efficiency is important advantage became the main result of the project for the company and increases customer focus. Also the company purchased a possibility of remote work with a system, including via mobile solutions.

2014: Start of implementation of EOS for SharePoint

On January 16, 2014 the company "Unicsoft" announced the final of a pilot project of implementation ECM- a product EOS for SharePoint of century Moscow Brewery.

Prerequisites

Before implementation of EDMS document flow in our company was organized without use of any technology means — all became on paper. For example, for the approval of the document the employee needed to bypass all who participated in approval process to receive their resolution — all this the employee did, wasting time for calls for refining of the status of the document, and then on possible repeated approvals if necessary to adjust the text, and at times and on search of the lost document, checking all chain of approving. We had cases when to approving queues were built that, certainly, influenced workflow. It did not suit us, and we made the decision on workflow automation — told in the Moscow Brewery

As the integrated management system at the enterprise it is used ERP- a system MS Navision. Besides, in MPK the corporate portal is implemented on MS SharePoint 2010. At the same time, the available systems did not provide in full components of effective management: rational organization of the movement of documents, ensuring due level of performing discipline and reduction of inefficient time expenditure in document-oriented business processes. Specialized EDMS/ ECM- a system should solve these problems.

System Selection

As a document management system selected EOS for SharePoint, determined the term of implementation of a pilot packet until the end of 2013 (aggregate term of project implementation 1.5 months).

EDMS had to become the tool using which we could adjust control and monitoring of execution of documents and instructions — it is very important for our company which works in the conditions of the regulated terms according to business procedures. Increase in administrative discipline of workers of all categories had to become result of gain of control in the company. So we very thoughtfully selected the solution: the functionality and high-speed performance, good price relation and qualities, simplicity and friendliness of the interface, professional and timely technical support of a product were important for us. As a result a choice was made for benefit of EOS for SharePoint — proved the choice of the solution in the Moscow Brewery

Project Tasks

The customer defined the main circuits of the project:

• implementation of electronic document management at a stage of approval of draft documents (agreements, requests and dr);
• improvement of technologies and processes of work with documents, including a joint work possibility, process optimization of the movement of documents;
• control of completion dates and time expenditure on the movement of documents in the company;
• the organization of the centralized corporate electronic storage of documents;
• after mastering of EOS for SharePoint – its integration with the ERP system.

Project Progress

Specialists of Unicsoft company conducted a research of the scheme of the movement of documents in the company, studied the existing rules. At the initial ("pilot") stage it is decided to implement 20 licenses of category "Participant" and 10 – Reader (a workplace with limited opportunities). Configured card files, created reference books, document groups and wrote automatic processes.

• February - April, 2015: input in EDMS of profitable agreements
• April - November, 2015: in EDMS about 20 document groups
• May, 2016: entering/proceeding correspondence Input in EDMS of fixing of time of an input and output (for acceleration of the statement of admissions)
• June, 2016: Input in EDMS of documents of a regulation of activity based on Business Studio
• February, 2017: Approval of change of processes of EDMS in EDMS (28 changes in EDMS in 4 months 2018)
• April - July, 2017: judicial work Input in EDMS of approval of models of labels.
• February, 2018: the beginning of integration of EDMS with ERP MS Dynamics NAV: in ERP account of write-off/damage of goods and unloading in EDMS is kept, there affirms and returns to ERP, the beginning of use of the qualified electronic signature
• April, 2018: start of the project on implementation of the designer of agreements, on service of check of partners, on integration of EDMS with MS Dynamics NAV regarding creation of cards of the organizations and agreements and their statement for carrying out payments and shipments

Project Results

After testing of processes, the Unicsoft company provided training of a user group which entered both production personnel, and heads, financial services.

In December, 2013 the EOS for SharePoint system of version 3.5 is unrolled on the server and the user jobs. It is organized the main document groups, the core business processes connected with document flow are described, user training is provided.

Development of the project

Full-fledged system implementation of EOS for SharePoint began spring of 2015. Using Unicsoft company integrator the first document groups were created, card files for them and approval routes are created. Transition to EDMS happened step by step. So, in the beginning only one department and only one document group was transferred to work in EDMS. Gradually, every quarter increased as the number of the employees using EDMS, and quantity of document groups which approval happened in a system.

In May, 2016 the Moscow Brewery passed from version 4.0 to 4.2 that was integrated to some insignificant difficulties. For example, the new interface demanded adaptation from employees therefore there were small failures in work of the projects created in the previous version of EDMS and also other technical issues which were successfully solved using the staff of Unicsoft.

On it development of a system did not stop: in 2017 process of use of functionality on instructions was started. Also actively other systems capabilities of EOS for SharePoint, for example, the zones of communication and information exchange realized in a type of the thematic websites, different libraries and databases accustom. Also the software package for work on mobile devices was purchased. Thanks to it the staff of the Moscow Brewery works in EDMS on the devices which are based on the IOS platform – we use mobile application of iEOS.

Results of development of EDMS

As of July, 2017 it is configured and 27 document groups are used, more than 120 routes of approval are created, a considerable part of employees of the company is connected to EDMS. On a response of the customer, it was succeeded to solve problems which was are designated at the beginning of the project.

We are satisfied with results. The EOS for SharePoint system differs in flexibility and a possibility of satisfaction of the majority of requests of our employees of different level, though is not deprived of some shortcomings. But it is important that most of them can be eliminated using the additional options which are not entering "boxed" functionality summed up the project results in the Moscow Brewery

According to representatives of customer company as yet not all potential of EDMS is exhausted, it is going to expand a set of the used functions. In particular, further in the company are going to transfer completely work on instructions from the Outlook area to EDMS, to master functionality of EDMS on the mobile devices which are based on the Android platform. Besides, in the Moscow Brewery intend to continue to transfer different document types of internal document flow to EDMS.

• Considerable reduction of time of approval of agreements and agreements (with "indefinitely" to 2 rubles d under non-standard agreements on each stage, up to 1 river d according to standard agreements on a stage). Approval of the standard agreement – of 6 o'clock.
• Lack of the costs of time for call-down approving to find the document to learn about completion of approval, to take away the agreement with the sheet of approval, to carry to the following approving
• Decrease in losses of documents (about 10% of agreements were lost)
• Uniform base of documents in the different statuses of approval (even rejected)
• Possibility of remote approval of agreements (RDS, mobile solution)