KS-Consulting LLC eDocLib implemented a system ": An asset Business" in the Center of hygiene and epidemiology in Altai Krai

March 27, 2015. The KS-Consulting LLC company announced implementation of the project on creation of a single system of automation "eDocLib: An asset Business" in FBUZ "The Center of Hygiene and Epidemiology in Altai Krai" based on the eDocLib ECM platform of EOS Group company (Moscow.

The current scheme of document flow of FBUZ "TsGE" provides the centralized journal registration of the entering and outgoing documents. At the same time in some divisions separate magazines for the fixation of incoming correspondence and outgoing letters signed with the management of this division are also kept. Internal documents have different routes of passing and a place of registration – so, contractual documentation is registered in department of legal providing, orders – at the secretary, etc. Onto execution of documents it is controlled by the staff of Organizational and methodical department by means of control cards where data on execution of instructions and documents are manually brought. The current control in divisions is imposed on their heads.

Goals and Objectives

Inspection of the scheme of the movement of documents, business processes and interaction of employees in FBUZ "TsGE" began in the middle of February. According to the results of inspection a number of tasks which the implemented system should solve is revealed:

• ensuring storage and the automated document handling, the instructions, draft documents and other information which are in the structured faylokhranilishcha on servers of organization;
• creation of a system of operating and reliable control of performing discipline with a possibility of the automated preparation of statistical and analytical information on the movement and execution of documents and instructions;
• providing tools for implementation of the implemented Quality management system and monitoring of relevance of the operating ORD, procedures, forms, with a possibility of report generation for implementation of the current monitoring;
• upgrade of interaction of divisions, services and branches (transport, economic and other requests for ensuring activity of organization);
• possibility of integration of the implemented system with other information systems of the customer.

The concept of the project developed according to the results of inspection provides automation of office-work and documentary providing a management activity of FBUZ "TsGE" and also creation of a common information space for collective interaction of personnel during the work with documents and instructions within the existing production processes of business activity. A system should cover all documents, including correspondence with correspondents, internal documents, ORD, except for documents operational and accounting, processed by the available accounting information systems (1C: Enterprise, etc.).

Results of implementation "eDocLib: An asset Business" should become:

• implementation of the uniform unified order individual and joint work with documents in divisions;
• increase in efficiency and quality of work with documents, execution control gain; optimization and reduction of time and material costs on accomplishment of production tasks of organization;
• creation of conditions for step-by-step failure from creation and processing of paper copies of documents and transition from traditional paper document flow to electronic;
• increase in a share of intellectual productive work on informative and semantic work with documents, decrease in labor costs on routine transactions;
• creation of proper conditions for documentary and the organizational equipment of work of the management (timely providing with complete, exact and reliable information about a status of preparation and execution of documents and instructions).

Project Progress

At the first stage of the project the customer purchases 60 jobs on a system "by eDocLib: Asset Business" and also 60 licenses for the DocAgent application. Let's remind that this application is own development of KS-Consulting company and is the addition to the eDocLib system. It is intended for monitoring and the notification of the user of eDocLib about the events which are taking place in its personal folders: receipt of new documents and changes in earlier browsed registration cards (emergence of new tasks, reports, etc.).

Besides, for solving of tasks on integration with Microsoft Outlook 20 licenses on "The module of integration eDocLib are purchased: An asset Business with Microsoft Outlook". He is also developed by KS-Consulting company especially for providing to users of the most convenient information management and tasks. This module considerably expands functionality of the eDocLib system: it gives the chance of automatic registration and binding of correspondence by e-mail with documents "to eDocLib: The asset Business", allows to synchronize contacts of Outlook with uniform base of contacts of the eDocLib system and also provides synchronization of instructions, tasks and timely receiving reminders by users even if at the moment a system "eDocLib: An asset Business" it is unavailable. The module is especially useful to mobile employees as they can see at any time on the screen of the notebook, the tablet or the smartphone relevant contacts, scheduled tasks and other necessary information.

Project implementation is broken into three stages. At an initial stage the key officials who are responsible for documentary processes will become users of a system. On the second project stage a system should cover all basic office work and management processes in FBUZ "TsGE", including operational interaction with representatives of branches. The third stage (perspective) assumes full-scale involvement in work of earlier not covered officials of all divisions and branches FBUZ "TsGE" and also automation of processing and storage of archive documents. Also the customer considers ability to integrate "eDocLib: An asset Business" with others the AIS, used in organization.

Representatives of the company integrator reported TAdviser.