Transneft will spend more than half a billion rubles for replication of a system of electronic archive

2016

Replication of a system of electronic archive

At the end of October, 2016 Transneft was announced carrying out the closed request for proposals on execution of works on replication of a corporate information system of the electronic document storage (EDS) within the third queue^[1]. The initial cost of the agreement is nearly 553 million rubles.

Transneft will spend more than half a billion rubles for replication of a system of electronic archive in 2016 - 2017

The EHD system is developed for Transneft by Business Logic company. It is intended for process automation of input, processing, storage, search and use of index information of primary accounting documents and electronic copies of primary accounting documents.

Within this agreement the contractor will have to replicate in 2016 - 2017 CIS of EHD in companies "Transneft", "Transneft — Privolga", "Transneft — Upper Volga", "Transneft — the Shipping Documentation", "PMC ESPO", "Transneft — the North". In addition in these companies integration of the implemented system with CIS Galaktika should be provided.

Besides, the agreement means replication of CIS of EHD in Transneftyenergo company. In the organizations of this enterprise integration with a 1C system should be carried out.

For all enterprises in which there will be system implementation technical support of CIS of EHD should be provided.

According to the results of replication of a system of electronic document storage the following results should be achieved:

• process of input, storage of primary accounting documentation is automated;
• processing, recognition of primary accounting documentation by Specialists of TNF is made only on the basis the scan images of documents in CIS of EHD;
• the possibility of quick search of primary accounting document or document group on the set search queries is implemented;
• the possibility of mass unloading and printing of a document group for providing at the request of different services is implemented;
• the possibility of formation of the different reporting is implemented.

CIS of EHD is the standard solution and is implemented a program code, in finished form without modification. The new functional requirements revealed during replication of a system should be subject to accounting and processing. Their implementation should be made within separate contract commitments.

The general and platform software should be a part of software of a system. All purchased by software it has to be license net. As the general software multitasking multi-user operating systems AIX 7.1 and Windows 2008 R2 or Windows Server 2012/Windows Server 2012 R2 and also database management systems (DBMS) IBM DB2 and Microsoft SQL Server 2012 SP1 are applied. As platform software IBM FileNet P8 also ABBYY FlexiCapture 11 are applied.

CIS of EHD has a possibility of functioning on the following operating systems: Windows Server 2008, Windows Server 2012/Windows Server 2012 R2, Solaris, HP-UX, IBM AIX, Linux. At the same time, different components of a system can be installed in different operating systems.

Terms of execution of works vary depending on the enterprise and are from 9 to 10 months from signature date of the agreement. At the same time technical support services should be rendered within 12 months from the moment of signing of the order on transfer of a system to commercial operation.

Applications for participation in purchase are accepted till November 7, 2016. Summing up is planned for November 28, 2016.

Earlier in the organizations of Transneft IT and Business Logic companies were engaged in replication of a system of electronic document storage. The first performed works in 2014 - 2015 for 352 million rubles, the second in 2015 - 2016 for 274 million rubles.

Business Logic in addition provides technical support of CIS of EHD (from October 1, 2016 to September 30, 2018) in a number of the organizations of Transneft. The agreement worth 686.5 million rubles was signed in October, 2016.

2014

The first project deliverables of implementing solution for electronic storage of primary finance documents

In April, 2014 "JSC Transneft announced joint stock company the first results of implementing solution for stream input and electronic storage of primary finance documents. Logic of EHD. Finance documents The solution Business Logic IT of razrabotano kompaniyey (Group) on platforms ABBYY and IBM FileNet.

Following IT strategy, JSC Transneft executed a pilot project on creation of corporate electronic archive during which work with primary finance documents was optimized. Process automation of processing of primary accounting documents by creation of electronic storage the scan images of documents and implementation of work with electronic copies was a main objective of implementation of new IT solution.

The implemented system includes scanning stations, recognitions and verifications of documents on the basis of solutions of ABBYY and the system of electronic archive of documents constructed on the IBM FileNet platform. A system was unrolled in JSC Severo-zapadnye magistralnye nefteprovody and in the Transneft Finance LLC branch servicing it in Kazan. At the moment in a system more than 1000 users work.

Results

Implementation of a new solution changed the main business processes of the company on work with financial documentation: from obtaining primary accounting documents from partners, their design and information input in the accounting system before filing of primary accounting documents in affairs and transfers of the issued affairs on permanent storage in archive.

In a project deliverable the electronic archive the scan images of primary financial documentation connected with the accounting system was created. In a new system search of necessary documents both for use in daily work, and for providing at the request of regulatory authorities became simpler. Flexible separation of access to documents of the employees who are taking part in lifecycle of processing of the document at its different stages is implemented.

Integration of electronic archive with the accounting system of the company (based on a system Galaktika) which allowed to autocomplete a part of attributes in the accounting system on the basis of the documents recognized the scan images became one of important components of the project. There was a possibility of viewing the scan images of documents directly in the interface of the accounting system, a possibility of mass processing the scan images of documents (printing/unloading) from the accounting system.

Prospects

In the nearest future replication of the pilot solution in other subsidiaries of JSC Transneft is planned that will allow the company to create a common information space for input, registration and storage of finance documents, to minimize labor costs of accountant officers by preparation of reports on a request of regulating authorities, to improve an information access.

Responses

"At our disposal there was a reliable technology for input, processing and document storage — Ayrat Sadreev, the head of information technology of JSC SZMN noted. — Now we can scan and send for processing primary documents directly on remote platforms that will allow to reduce costs for physical delivery of documents".

"Effective technology support of change of processing and management of primary finance documents — one of the most important components of successful implementation of similar projects — told Georgy Podbutsky, the commercial director Business Logic. — Developed by us together with the companies ABBYY and IBM the solution allows to organize stream input and to provide storage and management of large volumes of documents".

"Today there are more and more companies focused on increase in business performance, think of automation of process of input of documents and data. It allows to gain quickly notable economic effect of implementation and to pay back investments within 6-9 months after project implementation" — Dmitry Shushkin, the director of corporate projects of ABBYY Russia emphasized.

"Specialists of Business Logic company managed to construct unique technology which allows to use the best practices in solving of tasks of the organization of electronic storages of finance documents, considering at the same time specific features of the customer — Dmitry Laktionov, the head on sales of ECM solutions added, IBM in Russia and the CIS. — It leads to significant decrease in an implementation time and project risks and also positively affects quality of the final solution".

Notes