Directum in the MEVE construction company: results

Situation

Activity of MEBE as large construction company, assumes existence of a great number of partners with whom active correspondence is conducted. Company management, 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 construction industry and completely conformed to the imposed requirements. The project started in August, 2014. All works on implementation were charged to specialists of Akelon company.

Task analysis

Increase in process performance of management for the account became a main objective of system implementation:

• automation of office-work and archive of documents;
• increases in performing discipline;
• reductions of time for creation, search and approval of documents;
• exceptions of loss of documents;
• document flow accelerations;
• creation of uniform corporate style for all workflow system.

With respect thereto preparation of templates of internal and outgoing documents and protection of templates against editing by users became one of priority tasks.

Platform

DIRECTUM is the electronic document management system and interaction managements aimed at increase in efficiency of all staff of the organization in different areas of their joint activity.

The DIRECTUM system corresponds to the concept of ECM (Enterprise Content Management) and supports complete lifecycle of management of documents. The organization and control of business processes on the basis of workflow, a support on the Russian standards in the field of office-work, development of business solutions, ready to application, continuous improvement of technologies and partnership with the leading developers and integrators guarantee the maximum effect of system implementation of DIRECTUM.

Solution

The designed and developed solution automating office-work and process of approval of documents in MEBE differs in bigger flexibility and advanced functionality in comparison with standard opportunities of the basic modules DIRECTUM. At the same time it has a user-friendly interface and minimizes the operations of users performed in a system.

For automation of work with personnel statements detailed researches were conducted, the specifics of work with the Russian employees and also employees from the FSU and beyond are considered.

Document templates The task of preparation of document templates was charged to Akelon's specialists. On the basis of the provided MEBE templates the following works were carried out:

• check of compliance of templates to requirements of GSDOU;
• setup of fields of pages for correct display at printing;
• setup of styles for uniform filling of templates;
• insert of fields from a document card in the text that provided minimization of actions of users by preparation of the document on the basis of a template;
• setup of a limited editing mode that allowed to simplify input (to reduce quantity of errors of input) and control of the data entered by the user.

Now users will be able to enter the text only in certain parts of the document – in form fields, but will not be able to change directly other text and to format the document since such functions as setup of a field, the font, a format of paragraphs are, etc. blocked for the user. At the same time a part of the text will be automatically filled with fields from a card of the document and fields of records of the connected reference books. For example, outgoing letters automatically will have a predzapolnena all document heading: the legal name, a legal address of the organization addressee, the address in the letter and also a subject of the letter and the contractor.

In addition to templates of outgoing letters templates for the following document types were prepared:

• acts;
• memos;
• orders;
• applications for a holiday, dismissal;
• protocols;
• memos on acceptance and transfer.

Templates were prepared on forms of the automated companies of group: MEBE, MEBE-METALL, MEBE-FASAD COMPANY, MEBE-Development, DENISE-Development and MEBE-Ekspluatation. Also templates were developed for MEBE Group. In total 78 document templates were prepared.