TFCMI of Sverdlovsk region automated document flow based on EOS for SharePoint by the Office Dock company

Choosing a Solution

The head of Territorial fund of compulsory health insurance of Sverdlovsk region V.A. Shelyakin who held this post at the end of 2010 in the very first days of the work expressed to collective the need gains of performing discipline, including – during the work with documents - and workflow automation by the principle of finishing the document "to the final contractor". The decision on creation of unified communication environment was so made. In implementation process of this task it was required to organize the general information space in the form of a corporate portal in which employees could communicate and interact within business processes. Also it was necessary to integrate the electronic document management system (EDMS) into this portal.

In TFCMI since 1997 a system Case - a small amount of licenses which were involved only on registration and document retrieval was used. For processing of a document flow and implementation of paperless document flow and also for joint work over documents and instructions there was a need of expansion of functions of a system to the level of the internal portal of the organization.

Existence of the tool capable to provide operational interaction between the central office of TFCMI and territorially remote branches in unified information environment became first-priority criterion when choosing the platform which had to become base for business process automation, document flow and communications. Also, need of work with the documents containing personal data for the protected network was considered.

The MS platform of SharePoint 2010 and the EOS for SharePoint ECM system as the most advanced technological solutions having high potential and scaling options was as a result selected.

The preparatory stage of the project started in the middle of last year. The staff of Ofis-Dok company conducted examination of document flow and developed technical specifications in cooperation with the customer's specialists. According to the results of inspection the necessary list of the software and the number of the licenses EOS for SharePoint was defined. Delivery contracts softwares and system implementation were signed in the end of the year. The customer purchased 270 licenses EOS for SharePoint of category "Participant" (a full-function workplace) and a set of the server software.

Project Progress

Implementation of EOS for SharePoint began in January, 2014. In two weeks specialists of the contractor executed remote installations of necessary software, setup of a farm of servers and the solution. The foundation architecture of future system was as a result created. In February-March key users and clerks were trained to the main working methods in a system. At the beginning of March of EOS for SharePoint it was brought into test operation. Clerks from 9 branches of TFCMI, and in April – the staff of structural divisions were connected to EDMS.

Result

Since May EOS for SharePoint works in the industrial mode. Key processes are automated: document registration, transfer for consideration and acquaintance, removal of instructions, approval of draft documents. For ensuring shared access to documents from all EDMS branches it was started via a secure channel of https; for viewing and editing files the module Microsoft WebApps allowing to open the MS Word and MS Excel files directly in the browser that allowed to implement joint work over files at the same time to several users from different divisions, including and territorially remote was connected.

"We achieved the goal – automated document flow at the central office and branches in other cities, prepared transition to paperless office-work and created a basis for future functional corporate portal. We managed to create an operable system in the shortest possible time. It occurred thanks to amicable work of our professional command – the curator of the project from TFCMI Gerbikh Nadezhda Mikhaylovna, the head of department of organizational work and document flow, key users – system technologists of the deputy head of department of organizational work and document flow Yaroshevskaya Natalya Eduardovna, the chief specialist of department of organizational work and document flow Rodinskaya Natalya Vladimirovna and specialists "Office Dock", – the project manager Pyatov Andrey Evgenyevich notes.

Now in a system all divisions and remote branches of Fund work. After connection of branches to document registration, issue of instructions according to documents for all staff of fund, approbation of approval of documents in electronic form is begun. Use in EDMS of the electronic signature for signing of internal documents is in the long term planned and also the possibility of the organization of legally significant document flow with the companies partners is considered. In the nearest future works on development of a corporate portal – filling by its functionality, further involvement of users in joint work with documents, creation of the websites for the working groups, development of a reporting and analytical component of a system will be continued.