Implementation of electronic document management in "The Chelyabinsk electric grid company"

The Malachite company completed the project on automation of acceptance and processing of requests of physical persons and legal entities for technology accession to the electric networks that provided in "The Chelyabinsk electric grid company" fast and faultless processing of several hundred documents monthly.

Prior to the beginning of the project in the company the classical scheme was applied to work with documents: e-mail and paper carriers that complicates data exchange between participants of workflow. In only 1 month the single centralized system of formation, approval, processing and document storage in which all staff of office and company management works now was created. In one information base about 30 jobs are automated.

During the project the qualifier of documents and also rules of filling and processing of each type of electronic documents was created. The mechanisms and routes of approval of requests which are automatically adapting depending on a type and contents of these documents are developed for automation of business process taking into account the process focused scheme. Access rights restriction to documents in a system according to functions and the statuses of employees is configured. Thanks to the configured access levels and also rules of work with documents the possibility of commission of wrong actions is excluded. Agreement types and specifications are systematized. And search of the agreement together with the scanned original in base takes read seconds.

Within this project on the website of JSC ChEK the possibility of registration of requests for technology accession in a personal account on the website of the company where the applicant online can see a status of processing of the request was implemented, download the documents created for it. It corresponds to the most convenient mode of "single window" when clients of the company are able to receive a complete set of documents without the appeal to different services for the minimum quantity of visits. The request issued on the website comes to an electronic document management system of the company. The scheme of processing of the request rather difficult and branched, however EDMS allows to organize the coordinated work of staff of the enterprise. Economists, engineers, lawyers and company management are involved in uniform work.

Project Effect. Throughout all processing stages of requests paper document flow is excluded. Paper documents appear only on a closing stage, namely by transfer of a set of documents to the customer. Filling and formation of a packet of necessary documents is made automatically taking into account type of the applicant (physical person or legal entity), the connected power and other necessary characteristics. The Malahit® system controls the course of approval of requests for technology accession. Approval time on each node is strictly limited. It allows to avoid situations of emergence of expired requests. At approach of critical term of approval a system itself signals about it. The director in real time monitors processing of requests, and according to the results of reporting period has summary information on the amount of completed work of each employee and performing discipline. Implementation of the project allowed to reduce considerably terms of processing of requests and to exclude the facts of violation of terms of processing of requests. The scheme of automation is organized in strict accordance with software of the Russian Federation of October 24, 2011 No. 861 about the federal state information systems providing electronic submission of the public and municipal services (implementation of functions).