Polymetal International plc (Directum (EDMS/ECM system))

Situation

Polymetal is group in whose structure a set of the geographically distributed companies, both in the territory of Russia, and beyond its limits. Within the activity employees head and subsidiary companies hold a set of meetings and selectors which solutions influence activity of different divisions and are important in development of activity of the company.

Earlier work with meetings was carried out by means of use of an e-mail, el. tables of Excel and a public network drive on which minutes of meetings and also other documents which were prepared in course of execution of solutions of meetings were placed. All this in total limited access of remote divisions to up-to-date information, at transfer of documents on an e-mail the relevance of information as the document every time, in fact, was copied was lost and it could be changed. For the purpose of control of execution of solutions of meetings requests, regularly manually sent by e-mail were used.

Selection

From the moment of implementation of DIRECTUM in Polymetal in 2012 a system constantly develops, under its management new business processes are regularly transferred and by means of a system different business challenges are solved. Key advantages from use of the DIRECTUM system are ensuring transparency of business processes, increase in efficiency of an information access, an exception of loss of information and cost reduction of time of heads and employees for accomplishment of routine transactions with documents. And as primary activity of Polymetal is connected with implementation of large production and investment projects, on each of projects there is a need to hold regular conference calls, to control and monitor execution of solutions of meetings, to organize document flow on each meeting.

After the preliminary analysis of the revealed requirements the prototype of this solution, and based on its presentation to the management of Polymetal was developed, the decision on the beginning of an implementation project was made.

Works on implementation were entrusted Akelon company including because in Polymetal works on automation of archive of the project documentation on which Akelon's specialists managed to prove and confirm high qualification were in parallel carried out.

Task analysis

To the solution on management of meetings in Polymetal the following demands were made:

• automatic formation and updating of the agenda and minutes of meetings;
• integration of process on work with meetings in the processes which are already automated business;
• the organization of complex work with meetings (an easy and convenient information access on all meetings which are stored in uniform base);
• effective planning and accounting of meetings;
• implementation of automatic regular mailings by e-mail on the statuses of execution of solutions of meetings;
• automatic sending invitations to meetings to MS Outlook after the approval of the agenda of a meeting;
• opportunity for work with meetings and solutions on meetings through web access;
• role access to necessary information.

Solution

For automation of work with meetings, within the project the solution considering requirements and specifics of work of the customer and implementing the opportunities described below was designed.

Work with meetings For work with meetings the reference book of the Meeting which basis was formed by the reference book of the Meeting from standard delivery of DIRECTUM was designed.

On the Meeting tab the group of fields for integration of work on meetings into the module Project archive and fields for the indication of electronic documents of the agenda and meeting minutes is located. On a tab Participants the mechanism of sending the meeting requests to persons specified in a table part was changed. Access to fields and actions in a card of a meeting is limited to a role which is played by the user in the course of execution of a meeting. So, for example, the initiator of a meeting has expanded rights to a meeting and can change its parameters in a card, and here the card is available to the participant of the meeting only on viewing. The functionality of the mechanism of substitution was expanded and support of substitution for records of reference books is implemented.

Also the reference book Types of meetings allowing to group and select for meeting analytics by type was developed for classification of meetings. Besides, the module cover facilitating and accelerating accomplishment of the most often used actions was developed for convenience of work with the solution.

The standard route along which there is a work with a meeting was developed for automation of process of work with meetings. At start of a task of a standard route the Meeting is considered the status of the record of the reference book of the Meeting enclosed in a task proceeding from which the route forms. Also, after approval of the agenda of a meeting within passing of a route, the meeting in an outlook calendar is automatically created and to all participants of the meeting meeting requests go to mail. The agenda of a meeting, thus automatically invests in the invitation to get acquainted with the forthcoming meeting to the participant not obligatory to log into the DIRECTUM system.

Work with solutions of meetings Right after creation of a card of a meeting it is necessary to create the agenda of a meeting. A card of the reference book "Meeting Questions" to record questions of a meeting the special reference book Questions of meetings was developed. At execution of the agenda it is enough to fill only a few obligatory fields in a question card – to specify heart of the matter and the speaker, other fields will be autocompleted from a card of a meeting or will be filled manually after holding a meeting when on each question it is necessary to specify the decision made at a meeting. The mechanism of adding of open questions of meetings from other meetings was implemented. This task especially relevant for conference calls on large investment or to production investment projects when the same question can repeatedly be considered during several meetings both for several months and in a system it is necessary to see all history of works on it with all comments.

The mechanism of role access which will recognize what of roles in the course of work with a meeting is developed for work with the reference book Questions of meetings special this or that participant executes and automatically issues it the appropriate rights. The rights can limit access for the user as to separate records of questions within any meeting, and to separate fields and actions in a card of a specific question.

Record of the reference book contains information on key objects of a system in the context of which it was created (Enterprise/project/object), about the main persons participating in the solution of each specific question (the Speaker / Responsible / the Controller). In order that responsible could specify the comment or the report on execution in course of execution of the solution of a meeting, in a card of a question there is a special link Add from itself. After clicking of this link in the field Correspondence the corresponding comment will be added. The Correspondence field according to requirements of Polymetal was closed from changes, i.e. the entered comment cannot be changed after preserving of a card of a question (only new comments can be added).

Also for more convenient work of users in course of execution of solutions of meetings the mechanism Questions of a meeting with me in work who allows to look responsible and to the controller at all questions on all meetings that are on execution and on control respectively was added.

Formation of the agenda and meeting minutes The protocol model on a meeting For formalization of information on a meeting and also more comfortable work with results of a meeting models were developed for automatic formation of the agenda and meeting minutes on the basis of information displayed in the reference book Questions of meetings. The agenda and the protocol are intended for fixing of data and providing the reporting according to the results of a meeting. If necessary to adjust data on a meeting the initiator or the secretary of a meeting makes changes to reference books of the Meeting and Questions of meetings then creates the new version of the agenda or the protocol according to the link Create in a meeting card. At the same time there is an opportunity to create the protocol as with "heading" in which participants of the meeting with grouping on the organizations which participants treat also information on the chairman of a meeting will be specified. If the regular selector on any project is carried out, it is possible to create the protocol without the heading, then in the protocol only the table with information on the made decisions will be displayed.

Mailing of information on questions of meetings in course of execution of solutions Approximate type of the report on execution of solutions of meetings For an operational reminder to the employees about questions of the meetings which are at them in work periodic sending for e-mail to employees of the information report containing information in the structured and grouped type about not performed solutions of meetings according to which the receiver of the letter is registered as the controller or responsible was implemented. In the letter the receiver of the report can follow the corresponding link to those questions at once in DIRECTUM which at it are in work, or can pass to a card of a meeting and look at information on it. Approach with obtaining the report on an e-mail instead of tasks in DIRECTUM is especially relevant for an essential part of employees of Polymetal as many do not work in EDMS regularly, but at the same time should be aware of execution of solutions of meetings. The approximate type of the report is provided in the drawing.

Adaptation of the solution under a web. access The Meetings expansion for web access. Reference book "Meetings" As the company has geographically distributed structure, an essential part of users works in the DIRECTUM system by means of a web of access, need of adaptation of the solution on work with meetings for use in the Internet the browser became obvious. Generally through web access the staff of remote divisions, as a rule, contractors and responsible for solutions of meetings works. Taking into account requirements and specifics of work of these remote workers, the solution was modified and configured in a special way, including expansion for work with meetings in web access is created.

In web access for the contractor it is also provided perhaps entering into a card of the Question of a meeting of data on execution of a question (the Add button from itself is for this purpose used).

Results

Development and deployment of this solution allowed to automate fully process of work with meetings of Polymetal Group. For non-automated employees and employees whose activity is not connected directly with EDMS an opportunity to receive relevant data on questions and solutions of meetings on which they are registered responsible by means of regular sending messages with summary information on course of execution of solutions of a meeting on an e-mail is provided. The convenient mechanism of formation of the agenda and minutes of meetings is developed for secretaries of meetings. For managers this solution gives an opportunity of convenient analytics of results of meetings, due to simplicity and transparency of control of execution of solutions of meetings, on means of reference books and information mailing on an e-mail.

For all employees in general the solution provides a common information space for the centralized access to documentation on meetings and also documentation appearing in course of execution of separate solutions of meetings. There is no need now to look for the necessary document on a public network drive, it is not necessary to learn every time from someone whether the meeting minutes are relevant, it is not required to update constantly meeting minutes as now it is updated automatically in course of execution of solutions of meetings, employees can always see those questions on which they are contractors in several clicks of a mouse and to look at all information, necessary for execution.

During the project the solution which is closely integrated with the solution on management of project archive therefore became possible to create meetings and selectors in the context of certain projects, objects, the enterprises was developed and thus to make deeper detailing of questions of meetings. The solution was adapted for work in web access that allowed, is not dependent on a connection method (the thick or thin client), to have functionality the user meeting needs.

The Polymetal company received convenient tools for effective and productive work on work with meetings.

Prospects

The management of Polymetal shows high interest in development of the DIRECTUM system that is confirmed by constantly growing number of the processes automated business and number of the employees working in a system. Now works on control automation by archive of documentation on investment and production projects are conducted. This solution will be in turn closely integrated with the solution on management of meetings.

During further development of the solution on management of meetings it is going to train and connect to work with it the increasing number of employees that finally will have a positive impact on quality of the solution of assigned tasks. In an effect development towards accumulation of functionality regarding adding of different reports for collecting of analytics, increase in functionality of work with the agenda and minutes of meetings is planned. In further perspective closer integration with other solutions implemented in Polymetal Group is possible.