Energoprom automates document flow

On March 5, 2014 the Ricoh company completed the project on optimization of document flow of the Energoprom Group.

Project Tasks

The strategy of development for group provides implementation in 2013 of the system of the automated management accounting, budgeting, production planning and logistics in all structural divisions of the company. At a project definition phase it became clear - the workflow system accepted in the Energoprom Group will demand serious upgrade.

Corporate infrastructure of printing did not allow to implement solutions on the organization of digital archives and work with papers, necessary for transition to electronic document management, from mobile devices. At the same time the park of the printing equipment developed the resource: level of utilization of the equipment reached 80%, many of the used printers and the MFP were laid off because of what IT specialists had problems with search of supplies.

Project Progress

Ricoh developed the complex MDS project (Managed Document Services) which was implemented in three stages for the Energoprom Group.

At the first stage - at the beginning of 2013, specialists of Ricoh booked audit of office infrastructure of printing in management company of the Energoprom Group, estimated real finance costs on its contents.

Within the second stage the plan of optimization of the park of printing devices, to cost reduction on printing and to increase in process performance of document flow is developed. Ricoh suggested to install multi-function printers, suitable for printing of large volumes of documents, are equipped with controllers of new generation of Ricoh of GWNX. They provided to the company base for creation of electronic archive of documents thanks to a possibility of scanning with automatic preserving in the necessary network folders or the cloud storage. Support by all devices of the AirPrint and Smart Device Print&Scan applications allowed to create at office UK of the Energoprom Group Wednesday for convenient mobile printing from tablets and smartphones on iOS and Android.

In addition to the new equipment specialists of Ricoh Rus suggested to deploy the solution of monitoring of printing Ricoh DeviceManager NX Lite devices which simplifies service and allows administrators to trace in real time an expense of a toner and paper all MFPs at office and also to obtain information on a status of basic functions of devices. At a stage of implementation of the MDS project the contract for pokopiyny service of the printing equipment by service engineers of Ricoh for a period of three years was signed. Due to unification of the park of the equipment and the MFP installation with the low cost of a print economy according to the results of three months of work of a new system of printing made 22%.

Project Results

"The MDS project implemented by specialists of Ricoh allowed us to increase transparency of expenses on printing and to reduce costs, - Alexander Kulik, the chief of the department on IT of management company of the Energoprom Group noted. - In spite of the fact that we for the first time set in addition to monochrome MFPs more expensive, including in service, full-color devices, the budget on maintenance of infrastructure of document flow significantly decreased".