In Stavropolkrayvodokanal implementation of EOS for SharePoint begins

One of the enterprises, largest in the region - The state unitary enterprise of Stavropol Krai "Stavropolkrayvodokanal", began system implementation of corporate content management of EOS for SharePoint in September of last year. Now ECM system EOS for SharePoint it is used at the central office of state unitary enterprise and in all branches of the enterprise. The project is implemented by Group "Business of IT", the partner of EOS Group in Stavropol Krai.

SUE SK Stavropolkrayvodokanal performs the major social function – it provides services of water supply and water disposal to the population and the enterprises of all edge. In structure of state unitary enterprise of 26 water supplying branches and "The Caucasus Mineralnye Vody treatment facilities of the sewerage". Total number occupied in all structural divisions of state unitary enterprise – about 8.5 thousand people.

The documents which are formed in activity SUE SK Stavropolkrayvodokanal are not only normal organizational and administrative documentation and instructions of the management, but also a large number of agreements with consumers, the tender documentation, requests for purchase of goods, works, services for implementation of production business activities of branches. Besides, the enterprise conducts extensive correspondence – both with branches, and with external partners what are result the considerable volume of document flow on the entering and outgoing business letters of.

Prior to the beginning of the draft of the procedure of work with documents at the enterprise were not automated. Processing and accounting of documents were recorded using paper magazines. Transfer of correspondence to branches and obtaining documents from them were performed by e-mail (it was also used for review draft documents), the fax and channels of traditional mail. Such scheme of document flow did not meet relevant requirements any more – specialists of the central office and branches often met the difficulties connected with document retrieval, tracking of their movement and also execution control.

Thus, gradual transfer of work with documents to an electronic form that it had to is essential to reduce time of processing, passings of documents became a main objective of the project, to provide an effective control system. Solving of tasks of communication with branches became important a part of the project, including at the organization of business processes of approval of draft documents. When choosing a system the possibility of support was considered further by forces of own specialists of the enterprise.

In July, 2014 licenses of a system of electronic office-work and document flow of EOS for SharePoint were purchased by the enterprise. The project was broken into a number of consecutive stages:

The 1st stage (September-October, 2014):

• the analysis of document flow of the organization, identification of the main document flows and key business processes focused on documents;
• installation and setup of the EOS for SharePoint database according to requests and structure SUE SK Stavropolkrayvodokanal;
• setup of workflows of a system;
• automation of jobs of the clerks who are engaged in registration of the entering, outgoing correspondence and citizens' appeals and also control;
• automation of jobs of head clerks of each department and also in remote branches.

The 2nd stage (October, 2014):

• individual training to work in the system of the specialists of state unitary enterprise who are responsible for document registration and control of execution;
• group training to work in the system of head clerks of departments and branches;
• training of system technologists who will accompany further a system.

The 3rd stage (November, 2014):

development of additional printed and report forms; development of instructions for users on work in the program; designer's service at a stage of trial operation.

The 4th stage (December, 2014):

In December, 2014 SUE SK Stavropolkrayvodokanal bought the additional jobs intended for the staff of central office. Additional setup of a system was made for their implementation, new users are trained. Also within this stage all branches were connected: in them about one workplace for documentary interaction with the central office was set.

Now a system works in the test mode. The total quantity of the automated jobs reached 120. Already now some branches passed completely to electronic journals (register and entering, and outgoing documents only in a system), a part of branches register outgoing documents so far.

Thus, the main project deliverables became:

• automation of registration of the entering, outgoing documents and citizens' appeals, tracking of their movement in the organization;
• automation of approval of regulating documents, agreements and the tender documentation (approval of projects is performed in a system in electronic form);
• ensuring interaction with territorially remote branches by means of EOS for SharePoint that allowed to monitor execution of documents in branches and their consideration at the central office;
• considerable simplification and acceleration of processes of document retrieval;
• automation of work with requests for purchase of goods, works, services for implementation of production business activities of branches that provided "transparency" of these processes and reduction of terms of approval;
• increase in performing discipline;
• providing conditions for gradation to paperless electronic document management.