The city administration of Taganrog completed initial stage of workflow automation

On July 20, 2015 the EOS Group company announced implementation of EDMS Matter in city administration of Taganrog.

Project Tasks

In administration of Taganrog approached a question of process automation of office-work and document flow very thoughtfully - in 2012, during creation of department information - communication technologies made strategic decision to organize modern IT infrastructure, and already then on its basis to implement automated systems.

City administration of Taganrog, 2013

"About any stability of work of IT systems on communications of 1973 of release and it was not necessary to speak, – Dmitry Simonyants, the head of department of information and communication technologies of city administration of Taganrog told. – For this reason we began work in a complex and gradually: began to create the developed IT infrastructure with a stock on the future that then it is not important any more what services to implement. So during 2012-2015 we built normal infrastructure which could give us a guarantee that as soon as we implement electronic document management, it will steadily work without failures".

Before project completion of implementation of EDMS in city administration of Taganrog document flow was performed only on paper. According to Dmitry Simonyants, it "puff pie from own concepts and regulating documents" which defined that and in what sequence it is necessary to do.

The administration of Taganrog made a choice for benefit of EDMS Case of EOS Group company. The fact that the product works in the government of the Rostov region helped to promote the choice of a system.

"The government of the Rostov region provided us licenses EDMS Case. All data are also stored on servers of the government of the Rostov region. It is huge plus for our region: we could leave from very expensive problem – acquisition of software and the equipment, implementation and support. Thus actually we received a cloud solution, – Dmitry Simonyants said. – As the importance of IT for authorities is high, for municipality of the certain city to start such project very hard: there is a large number of the industries which are always more underfunded and more important – housing and public utilities, "social sphere" – where financing is directly started on the specific inhabitant of the region. And any head understands that if it is worth constructing the choice a garden or to invest in EDMS, the garden will be priority. So the government significantly helped us with this question. Besides, shared with us also experience of implementation of EDMS that is not less important, than financial aid. We implement, without typing cones because we are advised by those who already passed all these circles and drew conclusions from errors".

Project Progress

At the first stage specialists of department of information and communication technologies of city administration of Taganrog carried out analytical work within which the flowcharts reflecting the existing routes of passing of different documents and those which need to be implemented upon transition to electronic document management are created.

In the course of inspection it became clear that document flow was organized according to regulations which were accepted still in the early nineties, then were supplemented with modern standards. It turned out that in certain cases it is not clear in principle - why the document goes in department such way – just like that was always. Analytical work yielded the results: the set of the duplicated, excess processes and functions is revealed.

The flowchart created in one and a half months in compliance with which it was going to organize electronic document management, was submitted for discussions to experts of the Ministry of information technologies and communication of the Rostov region who gave advisory support when implementing the project. With their help it was succeeded to optimize all routes and processes as much as possible.

Within the project specialists of department of information and communication technologies of administration of Taganrog organized secure channels of communication with the government of the Rostov region, setup of jobs is carried out. Workflow automation is conducted in several stages.

At the first stage all office correspondence is transferred to an electronic form, on the second it is going to translate – processes of approval and adoption of regulatory legal acts and documentation – auction, municipal contracts and so on.

For July 20, 2015 the first stage is completed: all municipal authorities (gardens, schools, the municipal enterprises and so on) and city administration correspond in EDMS. All structures where the city administration sets rules of the game - participants of electronic document management or in the course of connection: scope of municipal bodies about 85%. On paper documents leave only to citizens and the organizations which are not participants of electronic document management – to commercial enterprises or organizations which are not connected to EDMS Case. The entering documentation comes to office where it is transferred to an electronic form, is registered, all subsequent processing stages - completely in electronic form.

Project Results

The project is not completed yet, but department already announced essential results: if earlier the document could pass to the addressee for business week, then after implementation of EDMS, from the moment of receipt of the document the building before receiving by its final contractor enters less than a half of one working day.