The Otkrytiye bank will work with client files in Directum

The Akelon company completed an implementation project of the Directum ECM system in Otkrytiye bank – one of Banks of Russia. As a result of the done works office-work processes, work with contractual documents and powers of attorney and also holding meetings and meetings were automated.

2016

Client files in Directum

In May, 2016 in bank the project on creation of electronic archive of client files started. Works on the project were conducted by Akelon company, the general partner of DIRECTUM. Before an implementation team there were following tasks:

• creation of a system of accounting of the movement and storage of paper files;
• automation of process of input of the scanned documents of the file in a system;
• the organization of storage, ensuring quick search and the organization of access to the scanned images of documents ascending in structure of the file. Integration of the developed archive with CRM systems and the modules ABS;
• automation of process of input of the file in a system of accounting of the file, and as a result — optimization of work of staff of operational divisions;
• fast identification of objects of archive using barcoding.

Having studied needs of the customer, specialists of Akelon company were focused on creation of the unique solution "Akelon: Archive of client files", allowing to organize work with a big document file which form client (including credit) the file. The solution is focused as on work with paper document revisions: control of the movement of documents, delivery of documents in internal and external archives — and for work with electronic document revisions: quick search of necessary documents and control of completeness.

Integration of a system with uniform file storage of Otkrytiye bank for operational receiving the scan copies of documents and also banking systems will become an important stage within the project.

2013

Situation

"Opening" – the bank which is actively using advanced technologies and solutions for business. In a back office of bank different solutions for content management and interaction were used (DocsVision, 1C), but in process of organization development they ceased to satisfy to the current and perspective demands of users. The top management of bank, analyzing the current situation of work with documents and aiming to increase business performance, acted as the initiator of implementation of a modern ECM system.

Selection

A choice was made for benefit of the DIRECTUM system which perfectly proved in the financial industry and completely conformed to the imposed requirements. The project started in September, 2013. All works on implementation were charged to specialists of Akelon company.

Task analysis

The main requirements which were imposed to an electronic document management system in Otkrytiye bank:

• Arrange work with documents in the organization, provide document storage in uniform base, reduce internal paper document flow and also time for creation and document retrieval.
• Optimize work of clerks: simplify document registration, sending for acquaintance, consideration, execution; minimize the number of paper copies of documents, provide convenience of control of execution of instructions and also a possibility of operational preparation of the reporting for control and data analysis.
• Organize processes of approval of internal regulating and contractual documents, make approval processes transparent and convenient for users, provide operating control of a status and terms of approval.
• Arrange process of holding meetings, provide fast bulk mailing of materials of a meeting, simplify preparation of protocols and control of execution of the made decisions, to limit access to materials of meetings by participants.
• Provide maintaining the unified register of powers of attorney, accelerate approval process, organize control of powers of attorney with the expiring term and, as a result, their timely prolongation or a withdrawal of powers of attorney.
• Perform integration of the DIRECTUM and 1S systems regarding an organization structure, partners and agreements.

Solution

For the solution of assigned tasks possibilities of basic system modules of DIRECTUM and also the modules "Classical Office-work", "Contract management", "Management of Meetings and Meetings", "Management of Powers of Attorney" were used.

Classical office-work Using the module "Classical Office-work" work with the entering and outgoing correspondence and also processes of approval of internal regulating documents was automated.

Due to the large volume of document flow, one of the main job requirements of clerks in a system was to simplify and accelerate document registration process as much as possible. The scenario automating entering of the scanned documents in a system and connecting them with the relevant SRC was for this purpose developed. When scanning documents are located in the folder on a local disk. At start of the scenario the folder from which it is necessary to perform loading of files is requested. After the choice of the folder documents are brought in a system and contact the relevant SRC.

Much attention in the project was paid to process automation of approval of internal regulating documents. The specialized standard route including was developed for increase in convenience of work of the users participating in approval: automatic creation of separate document revisions for each of approving, the subsequent automatic consolidation of versions in one final.

The possibility of delegation of the right of approval to other employee and also an opportunity for the initiator at any time to take away the document for completion is implemented, having stopped at the same time approval process.

Approval of the document happens as follows: the user, when receiving a task for approval of the internal document, edits the, separate document revision.

In case of need to assign the approval right to other employee, approving can perform the task with result "Delegate" and instructions of the employee to which the approval right is assigned. To it the similar task will arrive, and initial approving will not participate in process of approval of the current document any more.

After approval all document revisions automatically integrate in one final which contains notes of all approving, and the task for processing of the document goes to the initiator.

Also within approval of documents an opportunity for the initiator at any time independently is implemented to take away the draft document on completion. For this purpose it is necessary to press the Take Away on Completion button in a card of the document and through an insignificant period the initiator will receive a task for completion of the document in a system. At the same time the current circle of approval comes to the end. This modification is executed for the purpose of acceleration of process in case of existence of critical changes and an exception of duplication of notes.

Contract management Automation of process of approval of contractual documents was executed by the same principle, as approval of internal regulating documents.

The possibility of approval of standard and non-standard and also terminal agreements is in addition implemented. For this purpose signs of Standard are added to a card of the contractual document and is "urgent".

For simplification of registration procedure of contractual documents automatic creation of entry in the register of agreements was implemented. Entry in the reference book "Agreements" is created when preserving a card of the contractual document, the main part of details in the reference book is unavailable to change that guarantees the invariance and complete coincidence of information in the document and entry in the register and also excludes errors of users.

Management of meetings and meetings For increase in efficiency of organization activity it was necessary to optimize work on meetings and meetings. Before process automation, secretaries of meetings executed a large number of routine transactions manually: collecting of materials, preparation of documents for a meeting, mailing.

The developed solution on meetings allowed employees to reduce considerably time for preparation and mailing of materials and also for collecting of results and sending solutions for execution, completely excluded duplication of information. The opportunity for work with non-automated participants of the meeting is implemented. Confidentiality of meetings is provided with flexibly configured differentiation of access rights. Formation of the main documents on meetings is completely automated: agenda, protocol and statements. The developed solution provides a possibility of holding both an internal, and correspondence meeting (electronic vote). The system of automatic accounting of voices and the analysis of results of vote is developed for electronic vote. In addition, a system allows to create the volume protocols comprising complete texts of the considered solutions at a meeting.

At meetings questions from the agenda of a meeting are considered. The reference book "Questions of Meetings" was developed for implementation of an opportunity for work in a system with questions of meetings. In a system any employee of the bank can create a meeting question.

It is possible to tie any number of documents to a question – the accompanying materials and drafts of solutions on the Electronic documents button.

The reference book "Meetings and Meetings" was developed for holding a meeting in a system (on the basis of the standard reference book of the module "Management of Meetings and Meetings").

In the reference book key parameters of a meeting – date, time and the venue, the list of participants, cases in point are set. The sign "Electronic vote" is established if the meeting is held in absentia.

The reference book "Types of Meetings" in which the list of participants of the meeting for each type by default is defined was developed for classification of meetings on collegiate organs.

Work on meetings takes place within the developed standard route. At start of a task the status of the record of the reference book "Meetings and Meetings" enclosed in a task which defines a route is considered. To non-automated users information goes to e-mail on behalf of the secretary.

In a system the possibility of carrying out electronic vote is implemented – each of participants of the meeting receives a task for vote and can execute it with one of results: Pro or Contra.

At the end of vote, by a system it is counted votes, and results automatically register in a vote matrix which goes further to the secretary for the analysis.

The votes given from a matrix are used for automatic formation of meeting minutes.

For implementation of a possibility of automatic formation of the volume meeting minutes comprising texts of other documents – drafts of solutions, the Protocol tab in the reference book "Meetings and Meetings" was finished. In the table with solutions it is possible to tie the electronic document to every line.

When forming the protocol, regarding the description of solutions on appropriate questions texts of all documents attached on the Protocol tab will be added.

Management of powers of attorney The solution on management to powers of attorney allowing to create, approve and store powers of attorney in a system is developed. Processes of a withdrawal of powers of attorney are automated.

TKED "Power of attorney" on the basis of standard TKED of the module "Management of Powers of Attorney" is developed. Sending the power of attorney for approval is performed from a document card by the Task button.

For implementation of a withdrawal of the power of attorney were types of cards of the documents "Notification on a Response" and a standard route "The withdrawal of the power of attorney" is developed. If it is necessary to withdraw the issued power of attorney, then it is necessary to create the electronic document with a type "The notification on a response" and to fill all necessary fields of a card. For start of process of a withdrawal of the power of attorney it is necessary to click "Withdraw".

Integration Integration of the DIRECTUM and 1S system is implemented in two modes: online and offline. Offline synchronization occurs on the server according to the schedule each hour. Thereby the relevance of necessary data in the DIRECTUM system, with a required interval is provided. At synchronization with 1C 8.2 in the DIRECTUM system automatic are generated users that gives the chance to be connected to all employees of the bank without any additional manipulations of the system administrator.

Instructions For fast training of ordinary users in work in a system, specialists of Akelon company together with key staff from bank, developed instructions most well and visually describing standard scenarios of work in a system. All instructions are carried out in the form of the description of stages of each process for obtaining result, each stage contains a screenshot and the comment.

Results

Works on implementation are performed in full, a system is transferred to commercial operation.

At the time of project completion of implementation in a system more than 300 employees of the bank work. It should be noted that users actively work in a single system and for the period trial operation, 26,829 entering / outgoing letters, 1,809 internal documents, 1,484 agreements were registered. 16 meetings are organized. In total for the period OPE in a system was created 33,260 electronic documents.

Prospects

As further development of the DIRECTUM system, the Otkrytiye bank plans its replication in territorial departments and also in other structural divisions of bank.