Project of optimization Directum and transition from version 4.7 to version 5.0.3 to E.ON Russia

Project:

Optimization of the DIRECTUM system and transition from version 4.7 to version 5.0.3 to E.ON Russia companies

Project geography:

Moscow, Shatura (MO), Mr. Sharypovo (Krasnoyarsk Krai), settlement. Lake (Smolensk region), Surgut, settlement of Yayva (Perm Krai).

Project Objectives:

• change of the user interface of the web version of the DIRECTUM system;
• optimization of work of routes of document flow.

Features of implementation:

numerous, geographically distributed structure of the company.

Project Results:

• increase in the general productivity of a system;
• considerable decrease in quantity of negative reviews of users.

Project scale:

2500 remote users, at 400 at the same time working employees.

Project History

In 2010 in JSC E.ON Rossiya the electronic document management system of DIRECTUM on platform 4.7 was implemented. After 4 years of system operation, users began to note considerable decline in the performance of a system, to complain of complexity of routes of business processes. With respect thereto, the Chief process officer and to information technologies made the decision to upgrade the DIRECTUM systems to the new version and to carry out the analysis of a system regarding possible business process optimization.

At the end of 2014 the team of consultants and developers of TANAIS Retail LLC took part in the project of updating of the version of DIRECTUM up to 5.0.3.

For determination of the main sources of errors and problems during the work with the system of DIRECTUM, specialists of JSC E.ON Rossiya conducted the centralized survey of the main users. Based on interviewing it was established that the main problem which users face it is high-speed performance of a system. The second problem – lack of skills at the bulk of users in use of standard functionality of a system of DIRECTUM.

According to the results of poll project objectives were formulated and transferred to a project team of TANAIS.

Contents and framework of works:

1. Optimize the following business processes:

• Registration of incoming documents and pronouncement of resolutions.
• Preparation, approval and registration of outgoing documents.

2. Transfer the following structural units of the company to the new version:

• Executive office of JSC E.ON Rossiya
• Surgut-2 Power Station branch of JSC E.ON Rossiya
• Shaturskaya GRES branch of JSC E.ON Rossiya
• Berezovskaya GRES branch of JSC E.ON Rossiya
• Branch Yayvinsky state district power plant of JSC E.ON Rossiya
• Branch Smolensk state district power plant of JSC E.ON Rossiya
• E.ON Engineering branch of JSC E.ON Rossiya

According to the results of the project

The project allowed to lower significantly load of the hardware and to optimize logic of routes at the expense of what it was succeeded to unload Workflow. The inline tunings influencing system performance were also changed, optimization of applied development is made, the interface is updated and new user instructions are prepared.

Thanks to opportunities of the updated platform, active users of the previous version began work in DIRECTUM without preliminary training, as a system, according to actions of the user, starts the training videos with hints that considerably simplifies mastering of new features and reduces training costs.

Also within the project consultants of TANAIS prepared video of the instruction which simplified user training.

According to the results of the project the level of negative reviews of users about slow system operation was considerably reduced, the general productivity of a system is increased.

Project Development

In January, 2015 TANAIS company concluded the technical support agreement of an electronic document management system DIRECTUM 5.0.3 calculated on three years with JSC E.ON Rossiya.

In E.ON Russia company the large volume of document flow based on DICERTUM is automated:

• Approval of memos, orders and orders.
• Registration of the entering and outgoing correspondence.
• Accounting of correspondence on investment projects and control of accomplishment of resolutions.
• Control of execution of solutions of minutes of meetings on investment projects.
• Accounting of documentation on investment projects.

Under the project the team of specialists assigned personally to the customer was selected. Specialists perform works on technical support and service maintenance on all support lines regardless of quantity opened (being in work and arrived) requests. The project is interesting that thanks to geographically distributed structure of the company of the customer time of rendering services according to accounting of a difference of time zones of branches of the customer – from 5 a.m. till 6 p.m. (Moscow time).

According to the head of department of software development of TANAIS company, Pavel Kiselyov, the project of technical support of E.ON Russia company has the specifics: "The geographically distributed structure of the company (the central office in Moscow, 5 branches in the territory of Russia and also E.ON Engineering branch of JSC E.ON Rossiya and E.ON Konnekting Enerdzhis LLC) is reflected in operating time of specialists of support - from 5 a.m. in the morning Moscow time. Interaction happens to users based on own technical support service of E.ON Russia company. The volume of addresses is rather high: daily about 5 different characters arrive. We hope that the staff of E.ON Russia company will be and from now on satisfied with our work, and successful use of the DIRECTUM system will give the chance for its further development and improvement of business processes".