EOS Group implemented the EOS for SharePoint system in Kostanay Minerals joint-stock company

June 17, 2015. The Electronic Office Systems company reported^[1] about project implementation of system implementation of EOS for SharePoint in Kostanay Minerals joint-stock company (Republic of Kazakhstan). Scope of this software product – control automation by documents, a possibility of collective work and also support of the accompanying business processes providing enterprise management. Delivery of the software and system implementation are performed by Ofis-Dok company (St. Petersburg), the "golden" partner of EOS Group having experience of successful projects in many regions of Russia and also in the territory of Kazakhstan.

Choosing a Solution

Consecutive implementation of methods of effective management by company management and active work in the world markets led to increase in number of the partner clients interested in acquisition of products of plant. Complication of business processes and growth of volume of the document flow accompanying them was a consequence of expansion of business contacts of the enterprise. For ensuring maximum efficiency of a management system for the management of JSC Kostanayskiye mineraly the decision on system implementation of electronic document management was made.

The choice of a system was carried out by comparison of a set of the competing products of different vendors. As the Managing director of the Rope company Nauryzbayevich Almukhamedov emphasized, the curator of the project from the customer, the choice of the EOS for SharePoint system was caused its simple by both the intuitive interface and ample opportunities for accumulation of functionality.

Tasks and purposes

The purpose of implementation of EDMS which the customer defined as key – process optimization of work of employees with documents. System implementation of EOS for SharePoint should promote achievement of the following results:

• reduction of time for document transfer between divisions and individual employees;
• optimization of routes of passing of documents;
• reduction of terms of approval of draft documents;
• quality improvement of control of execution of orders of heads.

Project Progress

The project was broken into several stages. At the first stage it was going to automate work with the main document flows in Management of the enterprise. The problem of the next stage determines expansion of functionality due to integration with an accounting system and increases in number of processes and users. Then implementation in document flow of technologies of the electronic signature is planned.

The territorial remoteness of the customer from the contractor had an impact on specifics of the project and methods of its implementation. The contractor applied the method combining technologies of remote work and personal presence of specialists of Ofis-Dok company in the territory of the customer. The project team came out to the place three times, but considerable amount of works on setup of a system was executed far off.

Within the first stage of the project from January to March the following works were carried out:

• inspection of processes of work with documents;
• preparation of the detailed report on a current status of document flow;
• development of recommendations about the general process optimization;
• delivery of licenses and installation of a system;
• the EDMS setup (in the remote mode).

In April it was demonstrated the made settings and the presentation of a system to all users. Then start of the installed and customized EOS for SharePoint system in test operation took place that means parallel operation of key staff both on paper, and in new EDMS. In May, during the third business trip of specialists of the contractor, the automated mobile places of heads for work with documents in the offline mode were connected.

Important feature of the project is serious review of the settled order and approaches to work with documents, their adaptation to relevant organizational and economic conditions and modern methods of corporate communications. In the course of system implementation reengineering of many processes of document flow was carried out – routes of approval of draft documents, considerations and document transfers are changed to execution, mobile technologies are implemented. One more distinctive feature of the project is need of accounting of requirements of the legislation and state standard specifications of the Republic of Kazakhstan.

Result

At the moment in JSC Kostanayskiye mineraly the first stage of deployment EOS for SharePoint is completed. A system works in the mode of trial operation, 115 users are connected to it, and top management has offline access which is implemented using mobile application of iEOS installed on IPAD tablets. The regulating documents for transfer to commercial operation prepare.

Development Plans

Within implementation of the next stages increase in number of users of EOS for SharePoint and transfer of a part of documents for completely paperless office-work is planned (due to implementation of the electronic signature as an analog of autographic). Also the customer is going to automate processes of work with primary accounting and finance documents through integration of EOS for SharePoint with an accounting system.

Notes