United Engine Corporation completed implementation of ECM

On August 6, 2015 the Modern Technologies (WHITE CRANE) company announced project completion of workflow automation and interaction of employees in United Engine Corporation by means of Directum system implementation. The emphasis in the project is placed on increase in performing discipline and preserving of mobility of the top management of the customer^[1].

Project Progress

The project team transferred work of office to an electronic form and, using web access, connected to the system of employees of subsidiaries.

The working group of the project made the decision not to use the electronic signature in the course of approval, development of the mechanism of tracking of history of work with the document was required: what version and by whom it is approved at what stage the new document is added to a packet with what result approval, etc. came to the end.

If necessary to approve the draft of the outgoing or internal document the contractor using the special scenario creates the new registration and control card (RCC), connects with it a packet of electronic documents and initiates process. At start and the subsequent passing of a standard route in a card of SRC the history of approval is automatically fixed.

Process remains transparent, both for the initiator, and for other participants. Information on a stage of approval of the document can be obtained directly from a card of SRC without long studying of correspondence on a task.

To exclude double entry and adjustment of information on workers and an organization structure, specialists of Sovremennye tekhnologii (STERH) Ltd adjusted integration data exchange with the accounting system "1C: Payroll and the personnel". Synchronization is executed once a day. At dismissal of the worker or reorganization of division old entries in the corresponding reference books of Directum are closed.

Project Results

Upon completion of the project, the top management of the company, being on the way or to a business trip, works in an ECM system using the DIRECTUM iDecide Documents for iPad application:

• browses and signs documents,
• leaves text and graphic comments,
• takes out resolutions.

For ensuring comfortable work of top management of the company the solution is adapted to internal processes of the organization.

To increase quality of control of execution of the most significant instructions in the organization, special reports are developed:

• "Control of execution of orders of the CEO" — allows the staff of office to trace stages of accomplishment of the corresponding instructions. It forms taking into account the set period and depending on values of required parameters includes information on instructions: subject to accomplishment during the required period; executed during reporting period (with violation of term and without); open with completion date in reporting period;

• "Control of execution of orders of deputy CEOs" is similar previous except that it forms by orders of other representatives of management of the company.

• "Control of execution of instructions by office" allows the staff of office to monitor execution of important instructions from superior organizations.

"A system strongly simplified work of office. Process of work with memos is completely transferred to an electronic form, search time and approvals of organizational and administrative documents decreased. There was a possibility of use of results of approval further during creation of similar documents. Employees began to join in reorganization of business processes of office-work — Andrey Mironov, the chief specialist on information systems of JSC UEC noted. — Further we are going to develop the mechanism of integration of Directum into third-party workflow systems of subsidiaries for full automation of work with instructions and transfer of organizational and administrative documents".

Automation of control procedures of orders led to significant increase in performing discipline, completion dates of orders of superior organizations and the CEO were reduced. In 2015 in a system processes of control of execution of solutions of project committee are created.

Notes