Conteq implemented EDMS and SUP in VNIGRI based on DocSpace and Microsoft Project

April 06, 2015. The St. Petersburg integrator Conteq completed the project on system implementation of electronic document management (EDMS) and the project management system (PMS) and also consolidation of all information services in the single interface at the All-Russian oil research prospecting institute VNIGRI. As a software package solutions of DocSpace on SharePoint and Microsoft Project were used.

Goals and Objectives

Development of institute in the field of IT and increased requirements of the modern market to efficiency of decision making demanded from VNIGRI not just automation of separate tasks, but creation of the consolidated information system (CIS).

CIS had to integrate the following information resources in the single interface: electronic document management system (EDMS), project management system (PMS), archive of documents, corporate portal, corporate GIS and GIS web application. As the file storage and a corporate portal in organization already anyway existed, the IT department of institute focused on search of the suitable solution for workflow automation and project management and also on development of architecture and technical solution for electronic archive.

Choosing a Solution

The choice of a software platform took several months. As a result on set of factors the management of VNIGRI made the decision to install DocSpace electronic document management system based on Microsoft SharePoint and a project management system on Microsoft Project Server. Implementation of both systems was entrusted the Conteq company having the partner status of Microsoft in the Portals and Collaboration and Project and Portfolio Management directions.

Project Progress

Systematization of project information, ensuring transparency during the work with projects, operational receiving project information and active involvement of specialists of VNIGRI and subcontractors in work with an automated system were the main tasks of implementation of SUP at institute.

Implementation of EDMS and SUP happened in institute at the same time, from the moment of signing of the contract with Conteq before input of systems in working operation took place about a year. Even before their final testing experts of Conteq provided training of employees and issued certificates. In addition to the main projects specialists of integrator brought all information services CIS to the single interface and customized the system of end-to-end search using filters for archive, EDMS and SUP.

Today in VNIGRI'S CIS 60 employees of institute, including office, IT department (technical specialists, the administrator of software), a considerable part of users from heads of divisions below and also the management work. Practically all entering-proceeding, internal and organizational and administrative documents are carried out to EDMS, representatives of the company integrator reported TAdviser.

In spite of the fact that EDMS and SUP are brought into working operation, at institute plans for further development of these projects in 2015 are developed. At the level of users — it is going to expand a scope of the specialists working with automated systems. At the level of functionality — it is supposed to start line scanning using barcoding and the special program in DocSpace.

"The choice of an electronic document management system was performed taking into account the solution of the main objectives of office-work, friendliness of the interface, simplicity in installation and operation, ease in mastering, reliability and relevance of time and also cost of its implementation and support. Were included in the list of key functions both functionality of systems, and economic, technology, operational, infrastructure, etc. characteristics of systems and also service opportunities and experience of the developer", said in article "Creation of a Corporate Information System of Institute" prepared for the printing collection for the 85 anniversary of VNIGRI.

"The SUP functions — information storage about projects with visualization on Gant's charts, operational obtaining the current information and analytics for the management: what reports are made at what stage there is a task, percent of its accomplishment what resources are used, etc.", - Alexander Karnaukhov, the deputy CEO for development and information support of Federal State Unitary Enterprise VNIGRI explains.

Advantages of automation of the main business processes at institute can be estimated already now. According to Alexander Karnaukhov, savings of paper in document flow — only a small part of that benefit which VNIGRI received. The greatest effect is observed from economy of working time of employees: "If we can look for the paper document hour and more, and we can not find, then search of the electronic document takes several seconds. Economy almost on an hour from each document turns out. If hour to transfer to man-hours and rubles, we will receive economy in money. The same can be told about efficiency of decision-making".

Commenting on result of cooperation with Conteq, Alexander Karnaukhov called it successful, having confirmed that the institute and integrator came to mutual understanding on all nuances of the carried-out project.