WSS-Consulting implemented EDMS WSSDocs in Helicopters of Russia holding

Prerequisites of the Project

In 2012 in Helicopters of Russia company arose several tasks connected with EDMS. First, it was necessary to select new EDMS instead of the previous system which ceased to satisfy business. The basic reason to that is decline in the performance in process of growth of number of documents in a system. Also discontent from users was caused by the unfriendly interface. Secondly, it was necessary to select such EDMS which will become the standard for all companies of holding.

Thus, key requirements to new EDMS became:

High performance and speed of system operation; Flexibility of a product, possibility of its adaptation under requirements of business without programming; Support of the distributed operation mode that in each company of holding own installation was set, and all installations it was possible to integrate in a common information space.

Choosing a Solution

The initiative from IT specialists of Helicopters of Russia holding was supported it by the management. There was an open tender, the commission on the choice of EDMS from among owners of business processes and their representatives is created. The final stage of the choice of a system was carried out by top management of holding on the basis of assessment of opportunities of applicant systems.

As a result after multi-stage selection^[1] the WSSDocs system from WSS-Consulting developer was selected^[1]. WSSDocs is rather new product in the market of EDMS, appeared in 2009. WSSDocs dynamically develops – every year the number of customers of WSSDocs doubles, and at the moment a system is implemented in more than 110 companies with total quantity of the automated jobs more than 130 thousand.

Key differences of a system are:

• High speed of system operation, fast response of the user interface;
• Flexible "engine" which allows to execute 95% of completions without programming;
• The effective user interface thanks to which users need to make 2-3 times less actions for processing of the document, in comparison with the majority of the competing solutions;
• Rather low cost of a system and implementation project.

"During WSSDocs presentation top managers of Helicopters of Russia holding were convinced that using this system, they in 2-3 cliques can process the document, browse a card or the history of approval and for one click to make the necessary decision. A system fulfills all actions in 1-2 seconds that also received a good mark. It turned out important that in our product routes of approvals are configured not by implementers or specialists of IT departments, but representatives of business divisions. Start of a system is possible in the mode of federation which allows to integrate all branches in the uniform program opening joint work mechanisms", - the managing partner of WSS-Consulting Gennady Popov told.

Project Progress

Process of implementation of WSSDocs took place in several stages. At the first stage the technical specifications on adaptation of WSSDocs for needs Helicopters of Russia were made. Further on developed by terms of reference in WSSDocs additional document types, a number of additional reports were prepared, business processes were configured, changes are made to cards of documents. After that test operation of a system by a limited circle of users was carried out and completion of a system based on testing is made.

Data migration from the previous EDMS was an important point. For business Helicopters of Russia of EDMS is the critical tool therefore transition to new had to come from the previous EDMS in one working day. And those documents which were in process of approval or execution in the previous EDMS should appear in new EDMS in similar statuses. Therefore migration was made during May holidays (in May, 2013), and in the first working day after days off in the company new EDMS WSSDocs already worked.

"The WSS Docs platform met all imposed requirements, was highly appreciated most from the commission on the choice of the platform and, in total with rather low cost, was selected from quality of a system for implementation. In implementation process of the project the high level of competence of a project team from the contractor was shown, in particular the level of technical competence of the implemented product", - the project manager of implementation and replication of WSSDocs in Helicopters of Russia company Alexey Savenkov reports.

According to Gennady Popov, the project is implemented at the high level thanks to such factors as harmonious work of an implementation team and accurate following of methodology.

Project Results

New EDMS became the irreplaceable tool for users and after trial operation was accepted as the corporate standard. Process of replication of the created WSSDocs configuration at the enterprises of holding was as a result started.

In addition, integration of WSSDocs with CRM was made to provide end-to-end sales process of helicopters and services, exchange of white papers and approvals of the delivery agreement.

According to results of the general survey which the Helicopters of Russia company conducted in a year after start of WSS Docs in commercial operation (by May, 2014), more than a half of respondents uses it constantly. A system in general suits most of users. Such functionality as the interface of a personal account and the interface of processes, cards of documents and instructions and also the quality of work of technical support of a system rendered by forces of staff of JSC "Russian Helicopters" was highly appreciated. More than a half of the polled users consider that execution of their job responsibilities will become simpler if EDMS allows to carry out work on documents together with the staff of the enterprises of holding. And the greatest interest is attracted by such functionality of joint work with the enterprises of holding in EDMS as integration of process of the entering/proceeding correspondence, approval and finishing documents, control of execution and the reporting, uniform reference books by employees and divisions. It is interesting that approximately equal number of respondents support continuation of conducting the combined document flow and complete transition to electronic document management.

"A system was accepted in commercial operation, works year and is considered successful and convenient by the vast majority of users of JSC "Russian Helicopters". At the moment the current release of a system is recognized by the functional project orderer and the top management of the company of a corporate prototype and is ready to replication on the enterprises of Helicopters of Russia holding with the subsequent consolidation in a single system of electronic document management of holding", - Alexey Savenkov shares.

The product meets all key requirements which formed at start of the project, including:

High-speed performance of each transaction makes 1-2 seconds; Administration is conducted by own forces of Helicopters of Russia holding; The majority of offers on completion which arrive from users is implemented by the customer independently, in especially hard cases is transmitted to WSS-Consulting. At the moment the WSSDocs system is successfully put into operation in several companies of Helicopters of Russia holding.

Project perspectives

In the next plans - implementation of WSSDocs at all 16 enterprises of Helicopters of Russia holding and consolidation of all companies in a common information space.

Also it is going to develop functionality of WSSDocs according to specifics of activity of the enterprises of JSC "Russian Helicopters" that will allow to expand a functional scope of a system and will increase efficiency of each enterprise and all business of the company.

Notes