Capital AVD - Agency on return of debts (Directum (EDMS/ECM system))

Situation

Processes on work with white papers in AVD company were debugged and strictly regulated. A part of works was performed in electronic form: e-mail for mailing of documents was actively used, magazines of document registration were kept, electronic images of documents were stored on network drives. Essential amount of works under approval, vising of documents, control of execution of documents was executed without use of electronic media that caused certain inconveniences when tracking a progress in execution of instructions, work with documents and to reporting. Extra time and means were spent for printing and distribution of printing documents in the company.

Important characteristic of Customer company — an extensive network of the branches located in the territory of the whole country. Their geographical remoteness from head office often led to additional time expenditure at approval of contractual documents and also memos.

Express inspection of processes of work with documents in the Company revealed requirements in:

• process optimizations of approval of memos and contractual documents;
• systematization of electronic archive of documents of the Company;
• increases in efficiency of work with white papers and orders of the CEO of AVD LLC.

For achievement of these purposes, the company management made the decision to transfer document flow to an electronic form, having implemented the system allowing to automate routine procedures of traditional office-work and to increase quality and speed of internal communications.

Selection

AVD LLC entrusted the solution of the tasks described above to consultants of Akelon company. When choosing the contractor on carrying out konsaltingo-implementation works as the Client such criteria as experience of similar implementations, existence of positive reviews from customers and the fulfilled technology of implementation in strictly limited terms were considered. The solution on system implementation of electronic document management presented by us most fully met requirements of customer company.

As the platform for creation of an electronic document management system the system of domestic development — DIRECTUM, the recognized leader was selected from Russia by the number of successful implementations on large enterprises. Among advantages of this system there are an orientation to needs of the client, base of ready business solutions, adequate cost, scalability. In addition, advantage of the given system in its continuous improvement by the company vendor ("DIRECTUM").

Task analysis

The project on system implementation of DIRECTUM included software deployment, a research and the description of business processes of the Company, training of employees in work with a system, applied development, design of standard routes of the movement of documents, conducting tests and transfer of a system in experienced, and then and in commercial operation. For convenience of collection of information on performing discipline development of the specialized report containing the comprehensive information about progress in approval and execution of memos in the Company was required.

For implementation of process of approval of documents in electronic form development of standard routes which logic in full would correspond to the settled processes in the Company was planned. A number of improvements of standard functionality of the DIRECTUM system was in addition planned.

Solution

For the solution of assigned tasks the functionality of basic system modules, the module Office and the module "Contract management" was used. The solutions automating work with the entering, outgoing correspondence, orders, memos and contractual documents were developed.

The great value in the project indulged in automation of work with memos. The specialized reference book "Types of Memos" allowing to set approval parameters for each type of memos such as was developed for standard memos: the list approving (with indication of the sequence of approval), approving, a document template, the list of contractors. Execution of the memo

The master of actions executing these transactions for the user automatically was developed for the simplified creation and sending standard memos.

Five standard routes on work with documents are developed and configured:

• consideration of the incoming document;
• approval of the outgoing letter;
• approval of the order (order);
• approval of the memo;
• approval of contractual documents.

Impressions

Kakhrumanova Zulfia, the project manager from AVD LLC: "It is necessary to notice that the project was implemented taking into account limited temporary resources. At the disposal of consultants there were only 3 months. But thanks to competence and high organization of specialists of Akelon we managed to carry out successfully assigned tasks in the stipulated time. All stages of the project from a research before transfer of a system to commercial operation were passed in full on the scheme which is in advance stipulated by the parties. Already at a stage of trial operation our employees noted advantages of work with the DIRECTUM system — a convenient information access, the variable system of document retrieval and a possibility of joint work over documents. Thanks to DIRECTUM time expenditure on preparation and approval of the document decreased. All this considerably facilitated processes of interaction between divisions of our company, made internal communications more operational and transparent, allowed to improve considerably work of our company in general. We consider that the goals of this stage of system implementation of electronic document management of DIRECTUM are achieved. Now plans for development of a system are discussed".

Results

The Akelon company successfully executed a full range of works on implementation of the DIRECTUM ECM system in AVD LLC.

During work on implementation of DIRECTUM by teachers of Akelon company more than 40 employees of AVD LLC were trained in work with basic functionality of a system. Training included basic rates on work with a system from a practical component, seminars and individual training for the top management of the Company.

Since October 1, 2012 all entering, outgoing correspondence and ORD is brought and stored only in DIRECTUM and is registered in electronic journals of a system. All orders of the CEO are issued to contractors in electronic form, and control of their execution is exercised in the DIRECTUM system.

Already during trial operation by users of a system essential advantages of electronic document management in comparison with previous, paper were mentioned. Implementation of DIRECTUM allowed employees to get a convenient information access and also to quickly find documents according to details and the contents.

Use of a system [DIRECTUM] allows to reduce significantly terms of preparation and approval of documents, at the expense of the organization of electronic approval of documents using the EDS and application of automatically filled templates of electronic documents. Thanks to DIRECTUM the interested person can quickly get access to the electronic document revision in a system, define a current status of works on the document, browse the list of employees who signed the document EDS.

Prospects

The company management of "AVD" shows high interest in further development of the DIRECTUM system — expansion of its functionality and automation of new business processes. Now negotiations on a number of the perspective directions as are conducted: implementation of business solutions "Akelon: Management of service", "DIRECTUM: Approval of invoices for payment", "DIRECTUM: Management of meetings and meetings", "Management of claims and claims". Also further development of a system is possible by integration of DIRECTUM with other information systems of the Company: integration of DIRECTUM and the system of personnel records based on 1C, integration of DIRECTUM and the Active Directory, integration of DIRECTUM and the financial accounting system of the Company.

The AVD company is going to continue to develop a system including by own efforts — it is going to train the second system administrator and also to direct the specialist of AVD LLC to courses of development and modification of the DIRECTUM system to finish a system independently.

With a successful completion of the project at the central office AVD LLC connection to the DIRECTUM system of heads of regional branches began, and in the near future it is going to cover all staff of the Company.