Kaliningradteploset completed implementation of EDMS

On April 14, 2014 the company EOS GROUP announced automation of the workflow system with use EDMS "CASE" by request of Kaliningradteploset Municipal Unitary Enterprise.

Project Tasks

One of the directions of increase in efficiency of administrative personnel and activity of the enterprise selected streamlining of internal document flow from the whole Kaliningradteploset Municipal Unitary Enterprise. For these purposes the document management system "CASE" is implemented.

Before the project in Kaliningradteploset Municipal Unitary Enterprise there was a situation: a huge number of the documents providing different business processes, complex circuits of document flows, large volume of correspondence with partners and "a weak link" on section of tracking of course of execution of management decisions (a consequence of lack of automation).

Main goal of the project - transparency and orderliness of all of the documentary focused business processes. For this purpose it was required to optimize passing of in-house documents, having excluded inefficient schemes and to make possible tracking of their status at all stages. Except standard problems of automation (registration, control, execution monitoring, etc.), it was necessary to implement operable analytical tools based on the implemented EDMS.

The Westcomp Consulting company became the contractor of the project.

Project Progress

Specialists of Westcomp Consulting LLC began the project with the analysis of routes of the movement of in-house documents at the enterprise. A result of a preparatory stage - determination of the list, the sequence of works and a packet of the purchased licenses of a system.

In April-May, 2013 automated the main division which is responsible for document flow – department of office-work.

On the next stage connected to EDMS: accounting, legal department, service on work with receivables and those from production departments which provided documentation of the basic business processes. Then access to a system was got by associate directors and the technical director and also the chief engineer. This stage of the project was completed in September, 2013.

In the course of implementation rules of work with some document groups are considerably changed and routes of their movement are improved. At a final stage of the project jobs of EDMS were set in other divisions: engineering group, production service of mechanization of transport, emergency repair service, production repair service of boiler houses, department of business planning, etc.

By January, 2014 all planned amount of works is executed:

• a system is installed and configured,
• users were trained,
• EDMS underwent trial operation.

At each stage along with connection of new divisions additional setup of a system and user training was carried out.

Project Results

Using standard functionality EDMS "CASE" processes are automated:

• registration of the entering and outgoing documents, ORD, agreements and so forth;
• maintaining instructions and reports of contractors;
• control of execution of instructions and documents;
• sending documents;
• work with the nomenclature of affairs;
• creation of analytical reports on document flow;
• maintaining reports on specific parameters of mailing of letters to partners.